Finance and Compliance Assistant

Family Care Trust
Solihull, UK
26 Aug 2019
21 Sep 2019
Contract Type
Full Time
A position has become available for a full time Finance & Compliance Assistant. This is an opportunity to add value to the Finance, HR, and Internal Audit functions at the Family Care Trust. You will be a key employee within the organisation, providing effective support to the Finance and Corporate Services Manager. This post will be attractive to those who want to make their own mark upon an organisation, and value reporting into a line manager who is not particularly a micro manager. You will be trusted to carry out your job with excellence, and tasks will be delegated to ensure an interesting and varied work load.

You will not be afraid to impose the correct standards, and able to influence staff at all levels of the organisation, including all members of management. The post holder will be privy to sensitive information so confidentiality, and the ability to maintain it, are vitally important.

A logical thought process is key, and you do necessarily need to have a Finance only background to apply. The skill set required is more about people skills, along with a high level of attention to detail.

A full job description is listed below:

The main purpose of the role is to:

Provide Finance, HR, and Compliance support to the Finance & Corporate Services Manager. This is a varied role covering multiple administrative functions such as Finance and HR, Internal Audit, and other compliance related areas. This post is strategically important in helping to ensure a high quality of service is provided so the Finance & Corporate Services function within the charity is effective.

The broad and diverse accountabilities include:

*Carry out internal audits on a quarterly basis for all business units. Contact each centre to arrange a time and date, then carry out the audit based upon an objective assessment of each point on the check list.

*Follow up after the audit, providing feedback on areas to be improved and escalating to the senior management team where matters are serious, or if the trust is exposed to unacceptable risk.

*Follow up after each quarterly audit with each business unit to check that agreed improvements have been made in the timeframe specified.

*Maintain a GDPR register for all staff and clients, gaining consent to hold their data for billing and safety purposes. Follow up with the individual centre where forms have not been completed correctly or not submitted.

*Keep the vehicle register up to date, ensuring MOT and road tax reminders are distributed accordingly. Follow up on internal audits to ensure vehicles are being adequately maintained in a timely manner.

*Carry out DBS checks for all new and existing staff on a three-yearly basis. Maintain the DBS check register, contact each employee to collate their information and signatures, then send the applications off to our outsourced DBS provider for processing. Be the point of contact for DBS queries if they require further information.

*Set up new starter files, checking all relevant forms have been completed such as: reference requests, medical forms, GDPR declarations, contract of employment returned, personal details provided, etc.

*Update HR records for change of address details. Assist with mass employee letters such as salary reviews. This is highly sensitive and must be kept confidential.

*Update a reference log stating leaver's start date, leave date, and job title to allow for standard references to be sent to external organisations. Respond to reference requests in a standardised format.

*Work with the staff locally at Newlands Bishop Farm with the banking. Check records submitted vs the amounts banked, following up where discrepancies exist. Code the various income and expenditures so the banking can be posted onto Sage.

*Reconcile the credit card statement against invoices and receipts. Query missing receipts with the individual cardholder, and escalate where expenditures are not accounted for. Code a summary page in preparation for the month end accrual and for posting on the nominal ledger.

*Input 150 - 200 purchases invoices per month onto Sage. The Finance & Corporate Services Manager will code all invoices, and then pay after they are input onto Sage.

*The private debtors ledger may be handed over in due course. This includes sending out monthly invoices for all private clients, and chasing outstanding balances until they have been collected. The postholder will need to record their valuable contacts with the NHS and local authorities to ensure receipts are collected in a reasonable timeframe, and to maintain a line of communication for resolving queries.

*Assist in maintaining wedding invoicing information, including the master control document. This is a vital area of income generation and needs to be accounted for in precise detail.

*Any other duties that fall within the remit of Finance, HR, Internal Audit & Compliance as defined by the Finance & Corporate Services Manager and the General Manager.

Knowledge, Experience and Personal Attributes

*The ideal candidate will be methodical, pragmatic, diplomatic and willing to engage with the wider business.

*To have good communication skills, interacting with all level of stakeholders including management within the organisation.

*The ideal candidate must have the ability to communicate clearly and concisely both in writing and verbally, strengthening relationships internally.

*The ability to work at a fast pace, prioritising between Finance, HR, and Compliance based duties on any given day.

*The confidence to objectively audit business units internally, communicating findings and highlighting areas needing improvement, whilst making suggestions for other topics to be included on future internal audits.

*Able to be confidential with sensitive information. It is critical that the postholder is trustworthy with key information.

*To work well under pressure and stay calm delivering the highest standard of service.

*The postholder will be confident in expressing their opinions relating to internal audit and compliance matters, supported by relevant facts. They will have the confidence to challenge all staff within the organisation, including Senior Management.

*The ideal candidate will enjoy asking probing questions during internal audits, yet able to be satisfied applying a high level of attention to detail in important, yet basic, administrative tasks.

Education and Qualifications

*Good standard of GCSE results, including a 'C' for Maths and English. Lower grades can be considered where a candidate is qualified by experience.

*Experience of Excel and Word is preferable.

*Actively studying for AAT would be an advantage, but not essential.

*Experience of Sage 50 would be ideal, but experience of other accounts packages are also beneficial.

*It would be a bonus if the candidate was experienced in organising DBS checks.

Note additional conditions:

As well as checking with referees and assuring qualifications additional checks will be carried out which may include:

DBS Checks

Appointment to this post is dependent upon a DBS check being carried out. This is a legal requirement since the charity works with adults with learning disabilities. Refusal to give consent to carry out this check means you cannot be considered for this or any other position in the organisation.

Driving Licence & Vehicle

You will need your own vehicle as there will be occasional travelling to local business units, which is paid at £0.45 per mile. It is also a requirement for you to have business insurance on your car insurance policy.

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