Job Description - Finance and Administration Officer



Job Description – Finance and Business Manager Full time (35 hours) The Finance and Business Manager leads ESS’s financial and operational functions so that ESS runs smoothly, achieves our outcomes and provides high quality customer care. You manage our finance systems and controls, including budgeting and reporting. You plan and direct ESS’s administrative functions including our information management systems. The post holder line manages the Workshops and Office Administrator and reports to the Director. Main responsibilities To manage and deliver all finance tasks from budget planning to reporting to the board so that ESS has sound control of our income and expenditure and complies with legal or funder requirements. The finance tasks include: setting budgets for ESS and individual projects, and monitoring spendmanaging sales and purchase ledgers using QuickBooksensure efficient invoicing, grant claims and debt recoveryproducing and presenting management accounts and other finance reports to the Director and Board; and where needed, our fundersmanaging our banking services and accountsensuring compliance with VAT, funder and other legal requirements and ensuring ESS own financial controls remain fit for purposeensuring successful completion of our annual independent examination (or audit if required in future)To support the Director with business planning. This includes supporting the costing and planning of new projects and ensuring ESS’s charging policies remain fit for purpose. To support ESS to be a good employer. This includes managing payroll and pension services and ensuring compliance with legal duties, health and safety and good practice such as by ensuring HR policies are up to date. To oversee ESS’s information management and IT systems. All staff are responsible for data entry on our Salesforce database but you have oversight so that the database builds our collective experience about outcomes and evaluation. This includes creating reports for mid and year end self-evaluation and improving the way ESS stores and manages our own data for evaluation and learning.To line manage the Workshops and Office Administrator.To provide administrative support to the team. This includes supporting the project management of complex programmes and overseeing administrative procedures to ensure smooth work flow across the team.To manage the effective operations of the office including liaising with our landlord, suppliers and IT support.To provide administrative support to the ESS board of trustees including taking board minutes.Person Specification – Finance and Business Manager1.You can keep our finances in order You have strong experience of creating invoices, paying bills, general book-keeping and creating financial reports. You are able to create and interpret income and expenditure reports, balance sheets and other financial reports. Ideally you have experience of using QuickBooks or at least will be able to learn this system quickly. You can be trusted with confidential financial records. You have experience of complying with external financial requirements (SORP, VAT) and of creating and complying with internal organisational financial controls.2.You can plan and report on financesYou have experience of putting together budgets and of costing services. You can create financial forecasts and interrogate reports to see where money is being spent and to identify and or anticipate financial problems. You can confidently present management accounts to the Director and the board of trustees. 3.You have excellent IT skills You have experience of administering management information systems. Ideally you have experience of working with Salesforce, or your general database experience means you could learn our system quickly. You are also a confident user of Microsoft packages including, Word, Outlook and Excel.4. You have strong administration skills to support your colleagues You can set up and follow administrative systems and procedures to assist the organisation to run smoothly. You can anticipate and deal with problems to reduce unnecessary challenges for other staff. You can take clear notes of meetings.5.You can build good relationships with other organisationsYou can build excellent relationships with other organisations that supply services and products to ESS so that ESS runs smoothly and budgets are well managed. You can arrange successful events including booking venues and catering requirements. 6.You can work flexibly and collaboratively within a small teamYou can share ideas with colleagues and work with colleagues on joint projects. You show respect for colleagues, listen to their ideas and feedback and enjoy the buzz of working together. You contribute effective leadership to projects and occasionally work outside the strict requirements of the job. You set high standards and are ambitious for ESS. And you enjoy your job.7.You provide an excellent service for a range of peopleYou want everyone who contacts ESS to have a good experience, to understand what we’re about and pass on positive messages about us. You have a friendly and supportive manner and use plain English. You make sure that people with different needs or abilities get equal treatment.8.You keep on top of your busy workloadYour work gets done because you have time and projects management skills that work for you and your colleagues. You can follow procedures but also you are willing to make suggestions for improvements to those procedures if required. ................
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