Disclaimer: I understand that if I want a policy that reflects the latest legislation and is appropriate to my organisation, I will seek

specialist legal advice. Policies, job descriptions and person specifications are intended for guidance only and do not act as a substitute for professional advice. I understand that if my organisation decides to rely on a document obtained from the NCVO's HRBank, it does so at its own risk. Finance and Office Manager Reporting to: Responsible for: Hours: Salary: Chief Executive Finance and Admin Assistant (16 hours per week) Other casual and temporary staff as required 35 hours per week XXX pa (inc London weighting) as trainee Rising to XXX pa (inc London weighting) upon successful completion of training Location: Benefits: XXX 6% pension contribution, season ticket loan, 25 days holiday, bank holidays, plus 3 days between Christmas and New Year when the office closes

Other benefits: Flexible working hours and occasional working from home

Job summary The Finance and Office Manager will be responsible for providing an effective financial management service to the charity, delivering an efficient sales service to purchasers of the charitys resources and ensuring the smooth running of the charitys XXX office. This role is initially offered as a training post, with the charity paying for the postholder to attend training/gain qualifications in charity finance. Upon successful completion of training, the postholder will be regraded. Key objectives To be responsible for the day-to-day financial management of the charity and its trading subsidiary. To ensure that the Chief Executive and Trustees have accurate, timely and relevant financial information on which to base decision-making. To process publications orders, oversee stock levels, and deal with customer queries and complaints about deliveries. To ensure the smooth running of the charitys XXX office. To represent positively and promote the charity and its work in all dealings, both internal and external.

Key responsibilities Planning and management To work with the Chief Executive to develop plans and budgets for financial management and office administration, contributing to setting key objectives and performance targets, and ensuring that staffing and other resources are in place to support the plans. To manage budgets for financial management and office administration, checking/ authorising invoices, reconciling expenditure records with monthly management accounts, and ensuring that activities are delivered within budgetary constraints.

To develop and maintain systems and procedures that support effective financial management and office management, including ensuring compliance with the Standing Financial Instructions. To manage and develop staff in the finance and admin team to achieve their full potential. To monitor and manage the performance of relevant external suppliers. To work co-operatively to ensure the effective integration of finance, sales and admin activities within the charitys other activities. To prepare annual budgets, cashflow forecasts, management accounts and revised income and expenditure projections, liaising with budget holders and the Chief Executive as required. To prepare financial reports for the Chief Executive and Trustees, and liaise with the Honorary Treasurer. To ensure that the charitys financial systems comply with statutory requirements, prepare the annual accounts, oversee the external audit process, and prepare and submit statutory returns including VAT returns. To manage credit control and the effective organisation of invoicing and debt collection, maximising financial benefit to the charity. To monitor cashflow, ensure appropriate balances are available in the charitys bank accounts through the timely transfer of funds, and maximise interest received. To prepare and process cheques and other payment methods. To manage the payroll process. To undertake bookkeeping, including sales and purchase ledger input, reconciliations, journals and nominal ledger administration. To provide financial support for fundraising and marketing, including assisting with budget preparation, costing and pricing, preparing financial reports for funders, and compiling/analysing information on sales and customers. To assist budget holders with preparing and managing budgets, including identifying training needs in financial management. To process orders for publications and other resources, including checking order forms, taking credit card orders, ensuring the security of credit card information and liaising with the warehouse over order fulfilment. To handle customer queries and complaints about deliveries, liaising with the warehouse as necessary. To oversee stock and sales levels, alerting the appropriate staff when stock is running low, in order to inform timely reprints of publications. Working alongside the Senior Marketing Executive, to handle general enquiries about the charitys publications. To ensure that the London office is run as efficiently and cost-effectively as possible, including overseeing premises, office equipment, office supplies and insurance. To ensure the provision of reception cover during office hours, including, as necessary, acting as a first point of contact for incoming phone calls, welcoming visitors, and dealing with incoming and outgoing post and deliveries. To oversee the dispatch of standard information to enquirers.

Financial management

Publication sales

Office management

To ensure that the contact database is updated on a regular basis, and to contribute to the development of the database as an effective resource for the charity. To maintain appropriate records, including personnel, annual leave and sick leave records, and an asset register. To liaise with the Deputy Chief Executive regarding IT systems and equipment, and to assist with computer back-ups To attend and participate in internal meetings, as appropriate. To work closely with other members of the staff team, keeping abreast of useful developments, sharing useful contacts, communicating plans and ensuring that finance, sales and administrative activities are fully integrated within the charitys other activities. To develop a personal knowledge base on XXX, to underpin effective working. To ensure that the charitys equal opportunities and diversity policies are followed through in all aspects of work.

General

Person specification E = Essential D = Desirable Knowledge and experience: Experience of financial management gained in a charity environment Good working knowledge of Sage and MS Excel Knowledge of bookkeeping and a sound understanding of accounting procedures Knowledge of charity finance Experience of office management Experience of budgetary preparation and control E E E E E D

Skills and abilities: Strong organisational skills, in order to plan a varied workload, deal with competing demands, respond flexibly to opportunities, and hit deadlines A high degree of numeracy and financial acumen, in order to understand budgets, forecasts and cashflows, monitor income and expenditure, analyse sales data and stock levels, undertake accurate costings, and contribute to pricing policy Conscientious approach and excellent attention to detail Good analytical skills, in order to spot developments or trends, and assess their implications for the work of the charity Logical and thorough approach, to underpin the development of effective systems Good telephone manner and customer care skills, able to absorb and communicate information clearly and remain calm under pressure Good inter-personal skills, able to work well with people at all levels, including staff, trustees, enquirers, customers, suppliers and visitors to the office Good IT skills (MS Word, database, email and internet), in order to prepare correspondence, oversee database updates, use email and undertake research E E

E E E E E E

Personal qualities: Commitment to self-development and willingness to undergo training E

Team player with proven ability to work on own initiative Comfortable dealing with multiple projects in a deadline-driven environment Ability to maintain a positive attitude Ability to bring a practical approach to problem solving An interest in XXX

E E E E E E

Ability to put the needs of the organisation above individual targets