Finance Officer

Job summary

As Finance Officer you will support the finance manager in delivering finance services, systems and processes of a high standard and which meet regulatory requirements. You will work closely with the Finance Manager to ensure the provision of timely and accurate financial data, especially for the retail division and trading subsidiary of the Charity. You will oversee the work of the Finance Assistants in ensuring that services are of a high standard and meet regulatory requirements.

Main duties of the job

Overall

Support the Finance Manager and Head of Finance as required;

Support the Finance Manager in the delivery of high quality effective, robust and high-quality financial processes and systems.  Ensure that these systems are in place and that detailed procedure notes are produced and maintained which cover all aspects of the work of the finance team;

Respond to first line finance queries from across the Hospice;

Respond to first line queries from colleagues in resolving individual payroll, timesheet, sick leave and annual leave queries;

Maintain a good knowledge of the Hospice’s finance policies and procedures relevant to your role;

Supervise the Finance Assistants to deliver a high-quality finance service to the Hospice;

Prepare initial analysis of the Retail and Trading management accounts;

Advise and support colleagues across the Hospice on finance processes;

Initial preparation of payroll data for the outsourced payroll provider;

Communicate sensitively with donors (on occasion patients and relatives);

Be able to work on own initiative and on occasion with no supervision; and

Train and support new staff and volunteers.

Finance Service Delivery

Prepare draft monthly management accounts and initial analysis for Retail division and Trading subsidiary for review by the Finance Manager.

Support the Finance Manager in preparation of the Charity management accounts including journals, accrual, prepayment, bank reconciliations and supplier reconciliations as required.

Ensure that income due is followed up when due, reporting any difficulties to the Finance Manager or Head of Finance;

Support the Finance Assistants in ensuring that donation processing is kept up to date, including counting cash, importing donations from online platforms, inputting data onto Retail, Fund and Trading Sage nominals and Donorflex, updating gift aid classifications etc;

Further support the finance assistants by inputting invoices onto the system and ensuring these are all approved before being paid;

Regularly conduct a VAT audit and correct any VAT errors in a timely manner.

Answer queries from suppliers; and

Agree on a regular basis with the Finance Manager the short- and medium-term priorities of the finance function.

Financial Controls

Support the Finance Manager in reviewing internal controls and implementing new or improved control procedures;

Support the Finance Manager and Head of Finance in developing and maintaining finance policies; and

Prepare monthly bank and control account reconciliations for Retail division and Trading subsidiary for review by the Finance Manager and Head of Finance.

Payroll

Prepare payroll including supplements, overtime, holiday, sickness deductions and pension deductions; and

Ensure that all relevant approvals for payroll are completed.

Team Management and Supervision

Support the Finance Manager in allocating work, checking that it is delivered to agreed standards;

Support the Finance Manager in monitoring, disseminating and implementing changes necessary due to changes in legislation or regulation, ensuring the Finance Assistants maintain up to date knowledge and awareness of relevant changes; and

Supervise the Finance Assistants and volunteers as required.

General Duties and Responsibilities

All employees are required to abide by the Health and Safety at Work Act, attend annual mandatory training sessions and ensure they comply with Hospice policies and procedures at all times;

Employees must demonstrate commitment to their own personal development and are required to make a positive contribution to fundraising and raising the profile of the Hospice;

Strict confidentiality applying to all aspects of Hospice business must be observed at all times.

About us

We employ over 120 people, and work with over 300 volunteers to provide specialist care for people with life-limiting illness and their families.   We are passionate about the loving care we provide and we strive for quality and excellence in our work.  We work together closely and support each other across the organisation.   We also work outside the Hospice, with our community to help people and all around them to live better with their illness.