Part Time Finance Manager

. Accounting and Finance Responsibilities:

Advise the Bursar and Senior Leadership Team on all financial matters
In liaison with the Finance Officer, ensure the timely and accurate maintenance of the school’s accounting records including the fees ledger, purchase ledger, and nominal ledger in the School’s accounting system
Prepare the monthly payroll and in conjunction with the payroll bureau ensure the upkeep of complete and accurate records for pay and associated costs.
Prepare monthly summary of changes / expenses / overtime for the bureau
Reconcile monthly payroll and prepare summary for Bursar
Prepare / upload monthly pension contributions for two schemes to the portals.
Prepare termly management accounts with appropriate commentary
Train, manage, support and coach the finance officer in their role
Oversee the allocation of fee structures and discounts to pupils, the management of disbursements and support the finance officer in the production of bills for parents
Monitor debtors and, working with the bursar instigate all routine correspondence with fee debtors in accordance with the appropriate policy
Supervise the preparation of payments
Arrange for the production and issuance of all non-fee invoices for example for lettings and monitor payment against these
In consultation with the Bursar, control the treasury management function to ensure the most efficient and secure deployment of the school’s cash and minimise related banking and interest charges
Oversee the operation of the school’s advanced fees scheme
Assist other departments of the school in accounting, budgeting and purchasing
Ensure that the school’s relationships with third parties such as HMRC, Companies House, the Charity Commission, etc, is responsive and professional
Lead on the relationship with the bank ensuring mandates and credit card agreements are kept up to date and relevant
Prepare the school accounts for audit, including statements of Financial Activity (SOFA) and Balance Sheets in accordance with the Charities Statement of Recommended Practice (SORP) and liaise with auditors in relation to the operation of the audit
In consultation with the Bursar, prepare forecasts for the future financial performance of the school including cash flow projections usually over a period of 5 years
Provide analyses of costs and other statistical records as required
Prepare financial appraisals / analyses of particular projects
Advise on taxation matters generally including Gift Aid and where appropriate ensure compliance with regulations for VAT
Advise on the financial implications of the charitable status of the school
Deal with the school’s income tax and rating assessments
Be responsible, in liaison with the Bursar and Facilities Manager, for an accurate and current Fixed Assets Register
Responsible for the preparation and submission of quarterly VAT returns and the annual adjustment calculation and for advising the bursar and governors on all matters relating to VAT
2. Budgeting and Management Reporting

In consultation with the Bursar, prepare annual budgets and termly forecasts, monitoring performance
Prepare rolling forecasts on the basis of actual performance
Maintain statistical info and prepare ad hoc reports as required
3. Governance

Attend finance committee meetings and present the management accounts and other financial matters
4. Technical Standards and Control

Keep up to date with financial development in the educational fields particularly the requirements for reporting under the Charities SORP
Keep up to date with developments in financial and administrative management and make recommendations to improve efficiency and cost effectiveness
Keep the accounting and reporting systems under constant review ensuring that they are effective, clearly described and efficient
Monitor the operation of financial controls and introduce further controls as appropriate to safeguard the school’s funds and other assets
5. Facilities

In conjunction with the Facilities Manager:

Lettings - Ensure invoices are issued and settled for any third party lettings
School Flat - Ensure rent and bills are settled by the tenant as laid out in the Tenancy Agreement
Arrange for the maintenance and efficiency of copiers and ensure contractual arrangements offer value for money
Energy Management - Maintain logs of energy usage and track changes in price and consumption
6. General Management Responsibilities

Support the aims and ethos of Davenies School
Support the Head, Bursar and SLT in their daily duties
Deputise for the Bursar on all Finance matters
Line manage the Finance Officer; conduct their annual appraisal and set appropriate objectives
Ensure the Finance Department offers a high quality and accessible service which is prompt, courteous, accurate and complete
Be fully informed and aware of the policies, procedures and matters in hand within the school and the wider school community and adopt a supportive approach in identifying potential problems and proposing solutions
Undertake any other tasks as reasonably required by the Bursar or the Head