Finance Manager
London Borough of Newham – Lister Community School
Job Description:
Scale:
PO1
Finance Manager
Hours/Weeks:
36 hours/52 weeks
Updated:
September 2016
Person reports to:
School Business Manager (SBM)
Person supervises:
n/a
Purpose of Job:
To oversee the day to day management of the school’s finance and procurement systems and processes. To provide specialist advice and support in financial matters relating to the school and education, generally. To manage the day to day income and expenditure transactions on the school accounts through FMS, the school’s accounting package ensuring accurate reconciliation with our school bank accounts. To ensure statutory documentation such as Local Authority returns, audit information and the Schools Financial Value Standard (SFVS) return are accurately completed and submitted in a timely manner. To provide regular financial projections, internal financial reports, information and guidance. To maintain effective record-keeping. To work within the framework of the School’s Financial Regulations at all times. To support the Leadership Team with funding bids and income generation opportunities.
MAIN DUTIES AND RESPONSIBILITIES Leadership and Strategy Under the guidance of the SBM and Headteacher, take a lead role in the financial management of the school.
Keep abreast of funding, legislative and other changes in the educational environmental environment and ensuring the SBM and leadership team are advised, in order to influence strategic planning.
Attend Leadership and governing body meetings, as directed.
Procurement Management Be responsible for ensuring the operation of effective purchasing and procurement systems and procedures across the school.
Be responsible for the processing of orders, invoices, petty cash, and any other relevant day to day financial operations, including dealing with queries arising from either orders or invoices. 1
JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School
Arrange approval of all invoices and ensure weekly cheque and BACS payments are processed.
Manage the Purchase Card orders and payment process ensuring all of the school’s financial regulations and procedures regarding the Purchase Card are adhered to.
Check and reconcile monthly Purchase Card statements and submit to the SBM for approval before processing entries correctly on the financial system.
Be responsible for the bank account reconciliation process. Produce and submit the bank reconciliation reports to the Local Authority, as required.
Be responsible for the accurate and prompt submission of monthly VAT returns to the Local Authority.
Income Management Ensure the safe custody of all cash and bank balances held by the School
Ensure that robust cash management procedures are in place and are adhered to.
Be responsible for banking of all school monies including the banking of school fund account monies.
Liaise with the Business Manager to ensure income is vired to appropriate cost centres and recorded on the virements log for Governors.
Be responsible for the processing of petty cash income.
Manage and account for the collection and banking of monies for school visits and events, ensuring procedures are in place for effective controls and producing reports to the trip organiser as appropriate.
Develop and make recommendations to the School Business Manager for the implementation and management of an online parental payment system.
Produce invoices, statements and debtor reports as appropriate for the effective processing of school income.
Be responsible for managing creditors and ensure systems are in place for effective credit control.
Advise and assist the SBM with income generation opportunities.
Budget Management and Financial Year End Management Assist the SBM with setting robust annual budgets.
Assist the SBM with 5-year budget projections using HCSS financial planning software for report to the Headteacher and to governors.
Be responsible for ensuring all transactions and journals are posted onto the finance system accurately.
Be responsible for maintaining effective financial administration systems in order to provide an efficient support service to all budget holders.
Ensure budget holders receive relevant information by producing half-termly budget (cost centre) reports, and reports as requested.
Liaise with budget holders and assist with any budget issues that arise and to follow up enquiries.
Produce finance reports for presentation to the Finance, Staffing and Premises Committee.
Liaise with the LA over school budget matters. 2
JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School
Assist the HR Officer and SBM with payroll and expenses claims.
Reconcile monthly payroll information provided by the LA for reporting to the SBM.
Be responsible for the end of year closedown of school accounts (including chasing outstanding invoices and cancelling orders and commitments.
Prepare year end reports as required by the LA.
Prepare the annual Consistent Financial Report (CFR) for national financial benchmarking.
Cash Flow Systems Produce an annual cash flow forecast and to monitor it weekly to ensure the school has sufficient funds to meet demands and to report regularly to the SBM. Financial Systems Management Ensure that all procedures are carried out in line with relevant guidance such as the School’s Financial Policy and the local authority financial regulations.
In consultation with the SBM, review and update the school Finance Policy and Financial Procedures documents as appropriate, in line with the local authority finance regulations and guidance.
Develop new finance procedures and forms as appropriate, in consultation with the SBM.
Be responsible for ensuring the effective operation of the school’s Financial Management System (FMS) and associated manual and electronic filing systems.
Liaise with the bank in order to ensure effective management of all school bank accounts and funds. Update bank account signatories and other relevant documentation as required ensuring all financial regulations are adhered to.
Update the documentation required to fulfil the requirements of the Schools Financial Value Standard (SFVS) for review by the SBM before submission to governors for approval.
Manage the archiving and secure disposal of financial documentation using
Additional duties
Maintain a high degree of professionalism, confidentiality, politeness, tact, sensitivity and awareness in relation to all duties undertaken.
Assist the Facilities and Contracts Manager and SBM with negotiating and reviewing contracts and service level agreements, ensuring value for money at all times.
Work within the framework of the school ethos, adhering to the Code of Conduct for staff at all times.
Maintain high standards of professional behaviour and presentation.
Take responsibility for Health & Safety in the postholder’s area of work.
Any other duties commensurate with the grade which may be required from time to time.
All staff are expected to take part in necessary training and staff development.
EQUALITY AND DIVERSITY We are committed to and champion equality and diversity in all aspects of employment within the London Borough of Newham. All employees are expected to understand and promote equality and diversity in the course of their work. 3 JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School
SAFEGUARDING CHILDREN This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment and uphold all relevant procedures.
4 JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School
Person Specification and Selection Criteria
Scale
PO1
Finance Manager
Updated
September 2016
Essential
Essential/Desirable
How the selection criteria will be assessed
Qualifications Educated to GCSE or equivalent level, including at least a C grade in English and Maths Professional accountancy (full or part) or business qualification Degree or equivalent qualification
E
Application Form
E
Application Form
D
Application Form
E
Application Form, Interview
D
Application Form, Interview
E
Application Form, Interview
D
Application Form, Interview
D
Application Form, Interview
D
Application Form, Interview
E
Application Form
E
Application Form, Interview, Test
D
App Application Form, Interview, Test
D
Application Form, Interview
E
Application Form, Interview, Test
E
Application Form, Interview, Test
E
Application Form, Interview, Test
D
Application Form
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview, Test
E
Application Form, Interview
D
Application Form, Interview
E
Application Form, Interview
Professional Experience, Knowledge and Understanding At least 3 years’ experience of working in a finance officer and/or manager role Experience of working in financial management within the education sector, including knowledge of Consistent Financial Reporting Robust knowledge of accounting and financial procedures sufficient to be able to maintain accounts, produce financial reports and statutory returns and advise on variances Experience of developing costing and pricing structures for lettings Experience of supporting development of medium to large bids for grants and other funding Abilities and Skills Experience of working with all levels of staff to develop strong financial understanding in order to promote sound governance arrangements across an organisation (e.g. through training sessions) Ability to communicate a range of financial information both verbally and in writing with the Leadership Team, governors and staff Analytical skills and the ability to gather information and summarise findings Independently able to propose solutions to problems within an overall strategic plan Ability to manage own time effectively and demonstrate initiative and logic, including establishing priorities for a demanding workload Excellent organisational, planning and proven administrative skills and abilities Experience of managing budgets and financial reporting Fluency in the use of IT systems Experience of using FMS and HCSS financial information systems Well-developed interpersonal skills, working with individuals and in teams Able to negotiate, consult and make effective decisions on behalf of an organisation High level of communication skills, verbal and written Ability to work under pressure, meet deadlines and maintain calm. Ability to resolve payment disputes and conflicts Personal Qualities A commitment to working in a busy school environment
5 JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School Flexible, motivated and committed to high standards of working Good attendance and punctuality Resilience, energy and enthusiasm Adaptability to changing circumstances and new ideas Professional approach to working
Resilient and determined to achieve goals Committed to the ethos of the school Willingness to be flexible and take on additional duties as and when required Willingness to participate in further training and development opportunities offered by the school Possess high levels of integrity and honesty Equal Opportunities Awareness A commitment to equal opportunities, awareness of diversity issues and working in a positive and nondiscriminatory way A commitment to working in a multi-cultural environment and with students from diverse backgrounds and abilities A commitment to working in a flexible and collaborative manner with all members of the school community Child Protection and Safeguarding Awareness Knowledge and understanding of child protection and safeguarding legislation A commitment to safeguarding and promoting the welfare of young people
E
Application Form, Interview
E E E E E E
Application Form, Interview Application Form, Interview Application Form, Interview Application Form, Interview Application Form, Interview Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview, Test
E
Application Form, Interview
6 JD – Finance Manager v2 – September 2016
Job Description:
Scale:
PO1
Finance Manager
Hours/Weeks:
36 hours/52 weeks
Updated:
September 2016
Person reports to:
School Business Manager (SBM)
Person supervises:
n/a
Purpose of Job:
To oversee the day to day management of the school’s finance and procurement systems and processes. To provide specialist advice and support in financial matters relating to the school and education, generally. To manage the day to day income and expenditure transactions on the school accounts through FMS, the school’s accounting package ensuring accurate reconciliation with our school bank accounts. To ensure statutory documentation such as Local Authority returns, audit information and the Schools Financial Value Standard (SFVS) return are accurately completed and submitted in a timely manner. To provide regular financial projections, internal financial reports, information and guidance. To maintain effective record-keeping. To work within the framework of the School’s Financial Regulations at all times. To support the Leadership Team with funding bids and income generation opportunities.
MAIN DUTIES AND RESPONSIBILITIES Leadership and Strategy Under the guidance of the SBM and Headteacher, take a lead role in the financial management of the school.
Keep abreast of funding, legislative and other changes in the educational environmental environment and ensuring the SBM and leadership team are advised, in order to influence strategic planning.
Attend Leadership and governing body meetings, as directed.
Procurement Management Be responsible for ensuring the operation of effective purchasing and procurement systems and procedures across the school.
Be responsible for the processing of orders, invoices, petty cash, and any other relevant day to day financial operations, including dealing with queries arising from either orders or invoices. 1
JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School
Arrange approval of all invoices and ensure weekly cheque and BACS payments are processed.
Manage the Purchase Card orders and payment process ensuring all of the school’s financial regulations and procedures regarding the Purchase Card are adhered to.
Check and reconcile monthly Purchase Card statements and submit to the SBM for approval before processing entries correctly on the financial system.
Be responsible for the bank account reconciliation process. Produce and submit the bank reconciliation reports to the Local Authority, as required.
Be responsible for the accurate and prompt submission of monthly VAT returns to the Local Authority.
Income Management Ensure the safe custody of all cash and bank balances held by the School
Ensure that robust cash management procedures are in place and are adhered to.
Be responsible for banking of all school monies including the banking of school fund account monies.
Liaise with the Business Manager to ensure income is vired to appropriate cost centres and recorded on the virements log for Governors.
Be responsible for the processing of petty cash income.
Manage and account for the collection and banking of monies for school visits and events, ensuring procedures are in place for effective controls and producing reports to the trip organiser as appropriate.
Develop and make recommendations to the School Business Manager for the implementation and management of an online parental payment system.
Produce invoices, statements and debtor reports as appropriate for the effective processing of school income.
Be responsible for managing creditors and ensure systems are in place for effective credit control.
Advise and assist the SBM with income generation opportunities.
Budget Management and Financial Year End Management Assist the SBM with setting robust annual budgets.
Assist the SBM with 5-year budget projections using HCSS financial planning software for report to the Headteacher and to governors.
Be responsible for ensuring all transactions and journals are posted onto the finance system accurately.
Be responsible for maintaining effective financial administration systems in order to provide an efficient support service to all budget holders.
Ensure budget holders receive relevant information by producing half-termly budget (cost centre) reports, and reports as requested.
Liaise with budget holders and assist with any budget issues that arise and to follow up enquiries.
Produce finance reports for presentation to the Finance, Staffing and Premises Committee.
Liaise with the LA over school budget matters. 2
JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School
Assist the HR Officer and SBM with payroll and expenses claims.
Reconcile monthly payroll information provided by the LA for reporting to the SBM.
Be responsible for the end of year closedown of school accounts (including chasing outstanding invoices and cancelling orders and commitments.
Prepare year end reports as required by the LA.
Prepare the annual Consistent Financial Report (CFR) for national financial benchmarking.
Cash Flow Systems Produce an annual cash flow forecast and to monitor it weekly to ensure the school has sufficient funds to meet demands and to report regularly to the SBM. Financial Systems Management Ensure that all procedures are carried out in line with relevant guidance such as the School’s Financial Policy and the local authority financial regulations.
In consultation with the SBM, review and update the school Finance Policy and Financial Procedures documents as appropriate, in line with the local authority finance regulations and guidance.
Develop new finance procedures and forms as appropriate, in consultation with the SBM.
Be responsible for ensuring the effective operation of the school’s Financial Management System (FMS) and associated manual and electronic filing systems.
Liaise with the bank in order to ensure effective management of all school bank accounts and funds. Update bank account signatories and other relevant documentation as required ensuring all financial regulations are adhered to.
Update the documentation required to fulfil the requirements of the Schools Financial Value Standard (SFVS) for review by the SBM before submission to governors for approval.
Manage the archiving and secure disposal of financial documentation using
Additional duties
Maintain a high degree of professionalism, confidentiality, politeness, tact, sensitivity and awareness in relation to all duties undertaken.
Assist the Facilities and Contracts Manager and SBM with negotiating and reviewing contracts and service level agreements, ensuring value for money at all times.
Work within the framework of the school ethos, adhering to the Code of Conduct for staff at all times.
Maintain high standards of professional behaviour and presentation.
Take responsibility for Health & Safety in the postholder’s area of work.
Any other duties commensurate with the grade which may be required from time to time.
All staff are expected to take part in necessary training and staff development.
EQUALITY AND DIVERSITY We are committed to and champion equality and diversity in all aspects of employment within the London Borough of Newham. All employees are expected to understand and promote equality and diversity in the course of their work. 3 JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School
SAFEGUARDING CHILDREN This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment and uphold all relevant procedures.
4 JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School
Person Specification and Selection Criteria
Scale
PO1
Finance Manager
Updated
September 2016
Essential
Essential/Desirable
How the selection criteria will be assessed
Qualifications Educated to GCSE or equivalent level, including at least a C grade in English and Maths Professional accountancy (full or part) or business qualification Degree or equivalent qualification
E
Application Form
E
Application Form
D
Application Form
E
Application Form, Interview
D
Application Form, Interview
E
Application Form, Interview
D
Application Form, Interview
D
Application Form, Interview
D
Application Form, Interview
E
Application Form
E
Application Form, Interview, Test
D
App Application Form, Interview, Test
D
Application Form, Interview
E
Application Form, Interview, Test
E
Application Form, Interview, Test
E
Application Form, Interview, Test
D
Application Form
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview, Test
E
Application Form, Interview
D
Application Form, Interview
E
Application Form, Interview
Professional Experience, Knowledge and Understanding At least 3 years’ experience of working in a finance officer and/or manager role Experience of working in financial management within the education sector, including knowledge of Consistent Financial Reporting Robust knowledge of accounting and financial procedures sufficient to be able to maintain accounts, produce financial reports and statutory returns and advise on variances Experience of developing costing and pricing structures for lettings Experience of supporting development of medium to large bids for grants and other funding Abilities and Skills Experience of working with all levels of staff to develop strong financial understanding in order to promote sound governance arrangements across an organisation (e.g. through training sessions) Ability to communicate a range of financial information both verbally and in writing with the Leadership Team, governors and staff Analytical skills and the ability to gather information and summarise findings Independently able to propose solutions to problems within an overall strategic plan Ability to manage own time effectively and demonstrate initiative and logic, including establishing priorities for a demanding workload Excellent organisational, planning and proven administrative skills and abilities Experience of managing budgets and financial reporting Fluency in the use of IT systems Experience of using FMS and HCSS financial information systems Well-developed interpersonal skills, working with individuals and in teams Able to negotiate, consult and make effective decisions on behalf of an organisation High level of communication skills, verbal and written Ability to work under pressure, meet deadlines and maintain calm. Ability to resolve payment disputes and conflicts Personal Qualities A commitment to working in a busy school environment
5 JD – Finance Manager v2 – September 2016
London Borough of Newham – Lister Community School Flexible, motivated and committed to high standards of working Good attendance and punctuality Resilience, energy and enthusiasm Adaptability to changing circumstances and new ideas Professional approach to working
Resilient and determined to achieve goals Committed to the ethos of the school Willingness to be flexible and take on additional duties as and when required Willingness to participate in further training and development opportunities offered by the school Possess high levels of integrity and honesty Equal Opportunities Awareness A commitment to equal opportunities, awareness of diversity issues and working in a positive and nondiscriminatory way A commitment to working in a multi-cultural environment and with students from diverse backgrounds and abilities A commitment to working in a flexible and collaborative manner with all members of the school community Child Protection and Safeguarding Awareness Knowledge and understanding of child protection and safeguarding legislation A commitment to safeguarding and promoting the welfare of young people
E
Application Form, Interview
E E E E E E
Application Form, Interview Application Form, Interview Application Form, Interview Application Form, Interview Application Form, Interview Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview
E
Application Form, Interview, Test
E
Application Form, Interview
6 JD – Finance Manager v2 – September 2016
