Job summary
The post holder will support the Head of Financial Accounting to deliver an effective financial accounting function, ensuring the underlying financial records of the Trust are appropriately maintained and that the Trust meets its statutory and regulatory compliance obligations.
Main duties of the job
The post holder will take a leading role in ensuring that Trust financial procedures and policies are understood and complied and, with the Head of Financial Accounting, be responsible for delivery of timely and accurate audited annual report and accounts.
About us
The Tavistock and Portman NHS Foundation Trust is a specialist mental health trust with a focus on training and education alongside a full range of mental health services and psychological therapies for children and their families, young people and adults.
The Finance Department consists of around sixteen staff including the Director of Finance and the Director of Financial Operations. The team is split into Management Accounting, Procurement and Financial Accounting. The Trust outsources its general ledger functions to NHS Shared Business Services ("SBS").
The post holder will report to the Head of Financial Accounts and be ultimately responsible to the Director of Finance. The post holder will need to handle enquiries from Trust staff and outside organisations and individuals.
Job description
Job responsibilities
Financial Accounting and Internal Control
- Responsibility for maintenance / improvement of the Trust's internal control environment (as it pertains to finance-related matters) including primary responsibility for ensuring balance sheet and control accounts (including payroll, PAYE etc.) are reconciled on a monthly / quarterly basis, as appropriate and that all items are properly reconciled
- Responsible for ensuring that authorised signatory lists are kept up to date, are adhered to and are made available to SBS (the Trusts outsourced provider of general ledger facilities) and the Trusts HR department
- Liaise with SBS resolving any complex queries (notably regarding debtors and creditors) which the Finance Officers are unable to resolve
- Responsible for managing the quarterly Agreement of Balances exercise. Negotiation with other NHS bodies where necessary and completing returns within the required deadlines.
- Assist the Head of Financial Accounting in the maintenance of the fixed asset register, ensuring only appropriate items are capitalised and monitoring actual spend against Budget, alerting the Director of Financial Operations to any significant variances
- Manage the Credit Controller in their tasks and duties regarding debtor management and provide a monthly report to the Director of Finance on the status of overdue debt
- Work with the Head of Financial Accounting, Director of Financial Operations and the Director of Finance Responsibility on the development and implementation of finance-related policies and procedures
- Provide training and other assistance to Budget Holders in the interpretation and implementation of said policies and procedures
- Liaise, as necessary, with Internal Audit and be the key point of contact with the Local Counter Fraud service for annual fraud exercises
- Assist the Head of Financial Accounting in maintaining / updating the Finance Department risk register
Payroll
- Manage the payment of deductions to the Inland Revenue, pensions organisations, trade unions, and others
- Responsible for collection of staff overpayments
Treasury Management
- Responsibility for ensuring bank mandates are up to date and suited to the Trusts needs
- Responsible for managing day to day activities with the Trusts bankers
- Invest short-term cash balances in accordance with the Trusts policies and procedures
- Establish and maintain procedures for the banking of receipts; payments; and transfers so as ensure that the Trust maximises its interest income and does not exceed its permitted balance held with commercial banks
- Supervise the operation of petty cash payments and floats
Annual Report and Accounts
- Take responsibility for producing key elements of the annual report and accounts of the Trust, in compliance with all relevant statutory and regulatory requirements
- Assist the Head of Financial Accounting in co-ordinating the work of other Trust staff in order to ensure that the agreed year end timetable is kept to
- Assist the Head of Financial Accounting in managing the external auditors, preparing detailed working papers to satisfy external audit requirements, answering any queries raised by them and ensuring any required documentation is provided on a timely basis
Charities
- Prepare an annual report and accounts and present the same to the Trustees of the Tavistock and Portman Charitable Fund and the Tavistock Clinic Foundation, ensuring the Trustees understand the financial position of each charity, the annual movement in funds and the split between restricted and unrestricted reserves
- Maintaining procedures and records for the receipt of donations and grants, and the authorisation of payments
- Providing regular reports to fund holders and to the Trustees on the position of the charities
- Liaise with banks and negotiate services provided and rates
- Interpret Charity Commission requirements and apply this as necessary. Make any required returns to the Charity Commission and other bodies.
Staff Management and Leadership
- Assist, as appropriate, the Head of Financial Accounting in the recruitment of staff
- Assist the Head of Financial Accounting in the day to day supervision of staff members involved in accounts payable, debtors and cash book
- Train, coach and mentor financial accounting staff in their tasks and duties
- Manage staff performance and sickness absence issues
Other duties:
Any other duties as required by the Head of Financial Accounts. These will include covering for the work of other staff in the section.
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the Team Manager / Service Manager.
This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
Job description
Job responsibilities
Financial Accounting and Internal Control
- Responsibility for maintenance / improvement of the Trust's internal control environment (as it pertains to finance-related matters) including primary responsibility for ensuring balance sheet and control accounts (including payroll, PAYE etc.) are reconciled on a monthly / quarterly basis, as appropriate and that all items are properly reconciled
- Responsible for ensuring that authorised signatory lists are kept up to date, are adhered to and are made available to SBS (the Trusts outsourced provider of general ledger facilities) and the Trusts HR department
- Liaise with SBS resolving any complex queries (notably regarding debtors and creditors) which the Finance Officers are unable to resolve
- Responsible for managing the quarterly Agreement of Balances exercise. Negotiation with other NHS bodies where necessary and completing returns within the required deadlines.
- Assist the Head of Financial Accounting in the maintenance of the fixed asset register, ensuring only appropriate items are capitalised and monitoring actual spend against Budget, alerting the Director of Financial Operations to any significant variances
- Manage the Credit Controller in their tasks and duties regarding debtor management and provide a monthly report to the Director of Finance on the status of overdue debt
- Work with the Head of Financial Accounting, Director of Financial Operations and the Director of Finance Responsibility on the development and implementation of finance-related policies and procedures
- Provide training and other assistance to Budget Holders in the interpretation and implementation of said policies and procedures
- Liaise, as necessary, with Internal Audit and be the key point of contact with the Local Counter Fraud service for annual fraud exercises
- Assist the Head of Financial Accounting in maintaining / updating the Finance Department risk register
Payroll
- Manage the payment of deductions to the Inland Revenue, pensions organisations, trade unions, and others
- Responsible for collection of staff overpayments
Treasury Management
- Responsibility for ensuring bank mandates are up to date and suited to the Trusts needs
- Responsible for managing day to day activities with the Trusts bankers
- Invest short-term cash balances in accordance with the Trusts policies and procedures
- Establish and maintain procedures for the banking of receipts; payments; and transfers so as ensure that the Trust maximises its interest income and does not exceed its permitted balance held with commercial banks
- Supervise the operation of petty cash payments and floats
Annual Report and Accounts
- Take responsibility for producing key elements of the annual report and accounts of the Trust, in compliance with all relevant statutory and regulatory requirements
- Assist the Head of Financial Accounting in co-ordinating the work of other Trust staff in order to ensure that the agreed year end timetable is kept to
- Assist the Head of Financial Accounting in managing the external auditors, preparing detailed working papers to satisfy external audit requirements, answering any queries raised by them and ensuring any required documentation is provided on a timely basis
Charities
- Prepare an annual report and accounts and present the same to the Trustees of the Tavistock and Portman Charitable Fund and the Tavistock Clinic Foundation, ensuring the Trustees understand the financial position of each charity, the annual movement in funds and the split between restricted and unrestricted reserves
- Maintaining procedures and records for the receipt of donations and grants, and the authorisation of payments
- Providing regular reports to fund holders and to the Trustees on the position of the charities
- Liaise with banks and negotiate services provided and rates
- Interpret Charity Commission requirements and apply this as necessary. Make any required returns to the Charity Commission and other bodies.
Staff Management and Leadership
- Assist, as appropriate, the Head of Financial Accounting in the recruitment of staff
- Assist the Head of Financial Accounting in the day to day supervision of staff members involved in accounts payable, debtors and cash book
- Train, coach and mentor financial accounting staff in their tasks and duties
- Manage staff performance and sickness absence issues
Other duties:
Any other duties as required by the Head of Financial Accounts. These will include covering for the work of other staff in the section.
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the Team Manager / Service Manager.
This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
Person Specification
Qualification/Training/Education
Essential
- Degree or equivalent level of tertiary education
Desirable
- CCAB professional qualification
- Evidence of post graduate / qualification study
Knowledge / Experience
Essential
- Significant experience as a financial accountant
- Experience of leading and co-ordinating processes involved in production of audited financial statements
- Confident user of IT e.g. Microsoft Office, integrated financial ledger system, databases. Advanced Exce
- Able to form judgements and make autonomous decisions guided by policies and procedures
- Significant practical experience of financial accounting practices (preparation of reconciliations, accounts payable, credit control, banking etc.)
- Good communication skills, able to explain complex financial issues to non-finance managers
- Good analytical skills, able to solve complex financial and nonfinancial problems
Desirable
- Experience of interpreting / applying international accounting standards
- Experience of managing a team
Personal Attributes
Essential
- Able to demonstrate a commitment to and a desire to live by the Trust's values.
- Ability to communicate clearly and concisely, both verbally and in writing
- Ability to plan and prioritise the completion of high volume / complex tasks
- Motivates others
- Acts with integrity and professionalism at all times
- Approachable both to staff, Finance colleagues and Trust budget managers
- Ability to negotiate and resolve disputes
- Team player with a positive 'can do' attitude to objectives and challenges
Person Specification
Qualification/Training/Education
Essential
- Degree or equivalent level of tertiary education
Desirable
- CCAB professional qualification
- Evidence of post graduate / qualification study
Knowledge / Experience
Essential
- Significant experience as a financial accountant
- Experience of leading and co-ordinating processes involved in production of audited financial statements
- Confident user of IT e.g. Microsoft Office, integrated financial ledger system, databases. Advanced Exce
- Able to form judgements and make autonomous decisions guided by policies and procedures
- Significant practical experience of financial accounting practices (preparation of reconciliations, accounts payable, credit control, banking etc.)
- Good communication skills, able to explain complex financial issues to non-finance managers
- Good analytical skills, able to solve complex financial and nonfinancial problems
Desirable
- Experience of interpreting / applying international accounting standards
- Experience of managing a team
Personal Attributes
Essential
- Able to demonstrate a commitment to and a desire to live by the Trust's values.
- Ability to communicate clearly and concisely, both verbally and in writing
- Ability to plan and prioritise the completion of high volume / complex tasks
- Motivates others
- Acts with integrity and professionalism at all times
- Approachable both to staff, Finance colleagues and Trust budget managers
- Ability to negotiate and resolve disputes
- Team player with a positive 'can do' attitude to objectives and challenges
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
