Senior Manager, Finance and Administration

New Writing North - Job Description

Job Information

 

Job Title

 

Senior Manager, Finance and Administration

Location

New Writing North Offices - Ellison Place, Newcastle Upon Tyne

Position in Organisation

 

Reports to

Director of Finance and Administration

Responsible for

 

Finance & Administration Assistant

Budget accountability

Budget responsibility for some areas of overhead expenditure.

Overall purpose of the job

 

The Senior Manager, Finance & Administration prepares the organisation’s budgets and manages the organisation’s management accounts, annual audit and associated reporting to funders and stakeholders. They also contribute to other administrative functions (IT, HR, governance and the operation of our team and office) and support the financial management of our trading companies. The post reports to the Director of Finance and Administration.

Responsibilities and Duties

 

Responsibility  

% time

1.    Finance and Accounting

2.    Administration

70

30


Duties required from each Responsibility

 

Responsibility #1 -  Finance and Accounting

  • Perform (or oversee) all day to day financial activity using Sage 50 Accounts software to record income and expenditure, invoicing, banking, reconciliation, petty cash management and credit control. Setting up of new ledger codes, departments, supplier/customer records.
  • Co-ordination of book sales including preparing and issuing orders, stock control and reconciliation of accounts. 
  • Ensure all invoices are issued and paid in accordance with suppliers terms and conditions of payment.
  • Process all staff expense claims
  • Enter items into general ledger; including journals, accruals, prepayments and provisions.
  • Prepare management information including finance reports, budgets, grant claims and management accounts for project managers, the Chief Executive and the Board of Trustees
  • Prepare timely submission of the company’s regulatory returns as delegated by the Chief Executive (including Charity Commission, Inland Revenue and Companies House) together with returns as required by Arts Council and other funders
  • Preparation and supply of information for payroll to accountants
  • To assist in the preparation of the company’s annual financial statements, including liaison with the external auditors and preparation of audit deliverables.
  • Reconcile general ledger accounts and including bank accounts
  • Monitor all capital expenditure
  • Ensure a full audit trail exists for all entries, (including journals) is maintained.
  • Work with the Treasurer when required.
  • Preparation and submission of quarterly VAT returns.
  • Prepare financial reporting for Mayfly LLP and other trading companies co-owned by NWN.

Responsibility #2 - Administration

  • Set up and keep personnel files up to date, issue contracts and carry out inductions for new members of staff.
  • Ensure compliance with the General Data Protection Regulation in the areas of administration and HR.
  • Maintain the company holiday and lieu time systems.
  • Work with the Director of Finance and Administration to review and update policies.
  • Administer the company pension scheme.
  • Responsible for the preparation and payment of insurance premiums.
  • Control and issue of smartcards and keys
  • Control of document archive, storage and retrieval process
  • Assist the Director with the preparation and distribution of board papers
  • Maintain the register of Trustees and report the appointment/resignation of Trustees to Companies House and Charity Commission.

Responsibility # 3 - Line Management of reporting staff

  • Identify and communicate with reporting staff members all the tasks and responsibilities they are employed to deliver
  • Monitor the achievements of these tasks and review them responsibility on a frequent basis making an appropriate record
  • Carry out an annual appraisal with the reporting staff member
  • Deal with and disciplinary, capability matters that arise
  • Deal with any grievances that are submitted

Knowledge, experience and skills required to do job

 

Area

Essential (required)

 

Desirable (optional)

Qualifications

Accountancy qualification (AAT) or equivalent accountancy experience

A degree level qualification or equivalent experience to match that level of knowledge

Experience

Experience of using Sage 50 Accounts on a day-to-day basis and of preparing/designing financial statements and management accounts.

Experience of preparing and managing financial reporting and budgets.

Experience of working with administration and finance in the charitable/arts/voluntary sector or have transferable skills and experience.

At least three years of relevant or transferable experience.

Skills or knowledge

Proficiency in using IT packages including Word, Excel, (MS-Office) and an ability to get to grips and work with new software packages (we currently use People, Slack and Airtable).

Strong office management and organisational skills and an ability to take responsibility and identity and implement solutions to problems.

Experience of overseeing the management of office IT systems and functions.

Efficient and effective communication skills, written, telephone and in person.

The ability to work independently and manage competing workloads in a calm, confident and flexible manner.

A desire to work within a small team of people and to contribute to a wide agenda of work and projects in a creative and entrepreneurial environment.