Finance and operations manager

Job title:                  Finance and operations manager

Hours:                       35 hours per week, Monday to Friday

Responsible to:       Head of finance and operations

Location:                  NCTJ office, Newport, Essex

Contract type:          Permanent

Salary:                      £37,500

Key contacts:           NCTJ’s chief executive, management team and staff

                                  NCTJ’s suppliers and customers

                                  NCTJ’s auditors

Job purpose:

To support the work of the NCTJ by providing a high-quality financial management and administration service, specifically:

v Responsibility for all financial accounting administration tasks across income and expenditure activities, maintaining the sales and purchases ledgers, fixed asset ledger and bank reconciliations.

v Responsibility for monthly payroll preparation, and preparing regular supplier payment schedules.

v Manage technology systems and act as first point of contact for staff IT queries.

v Effectively manage HR administration.

v Act as one of the NCTJ’s fire marshals and first aiders.

v Manage and maintain NCTJ’s facilities.

v Providing other financial and administrative support to the head of finance and operations and CEO as required, including organising and attending meetings and taking minutes.

Key areas of responsibility:

Finance

v Working closely with the NCTJ’s head of finance and operations, ensure the smooth administration of the NCTJ’s accounts by managing and administering the sales ledger. This includes raising invoices, aged debtor analysis, producing monthly reports for the head of finance, and chasing outstanding invoices for payment.

v Allocate all remittances, including by BACs and card payments, to the sales ledger. Reconciliation of payments to the bank accounts.

v Manage the purchase ledger and process supplier invoices, including posting to Sage and reconciling to the bank accounts.

v Prepare payment schedules of supplier invoices, obtaining appropriate authorisation for checking by the head of finance and operations.

v Manage customer and supplier queries.

v Reconcile monthly credit card statements and ensure the relevant documentation is saved.

v Maintain and complete the monthly ledgers and reconciliations up to the point of the first running of the management reports.

v Produce monthly finance and HR KPIs.

v Prepare annual budgets for the facilities, IT, office and overheads for the organisation during the budget and reforecasting processes. Ensure regular review of budgets vs actuals throughout the year.

v Prepare the monthly payroll for approval by the head of finance and operations, and submit final payroll to HMRC. Ensure all payroll reporting is complete.

v Submit monthly pension contributions to the pension provider and update and maintain pension records. Prepare salary exchange letters for staff opting in.  

v Prepare and submit quarterly VAT returns for NCTJ and its subsidiary NCTJ Training.

v Prepare all ledgers for the year-end accounts preparation. Prepare year-end schedules for audit, and liaise with auditors as required.

v Assist the head of finance and operations in the tracking of NCTJ programmes and projects using the accounting system and excel.

v Attend and take minutes for the quarterly Finance and Audit Committee meetings.

v Undertake special projects from time to time as directed by the head of finance and operations.

IT

v Act as the first point of contact for staff IT queries, raising tickets to alert the external IT provider. Set up IT and systems for new joiners.

v Proactively maintain IT systems, including phone systems, laptops and connectivity.

v Manage and administer the online training platform, and ensure all staff training is complete.

v Liaise with insurance providers to ensure all IT equipment is appropriately insured.

v Responsible for ensuring obsolete IT equipment is routinely replaced, and disposed of.

HR and administration

v Manage the HR administration function, such as keeping annual leave records up to date on the online system.

v Maintain accurate and up to date personnel files for all staff.

v Responsibility for running NCTJ’s recruitment campaigns in conjunction with the relevant line manager, including posting job adverts, preparation of anonymised shortlisting, corresponding with candidates and arranging interviews.

v Support the CEO with travel arrangements and diary planning.

Facilities and office management

v Responsible for maintaining NCTJ’s facilities and services, including electrics, gas, water safety, fire evacuation and maintenance, and ensure the building remains in a good condition.

v Keep health and safety policies and risk assessments up to date.

v Maintain the NCTJ’s planned preventative maintenance schedule, running regular checks and tests, and schedule repairs and routine maintenance as required.

v As office manager, maintain stocks and supplies in the office, and ensure the office is maintained as an attractive and welcoming place to work.  

v Ensure all staff have received the appropriate induction and office orientation.

Person specification:

Person specification:

Qualifications and background:

• A good standard of English, a high level of numeracy, and digital and IT skills (essential).
• A minimum of five years of experience in a finance processing role (essential).
• Experience of working within the charity or not-for-profit sector (desirable).

Specific knowledge and skills:

• Experience using accounting software, such as Sage (essential).

Personal attributes:

• A friendly and professional manner (essential).
• Good customer service skills (essential).Sound prioritisation skills (essential).
• A commitment to equality, diversity and inclusion (essential).
• Ability to work as part of a team (essential).
• High levels of accuracy and speed in processing tasks (essential).