Latest News Finance Manager position Recruitment pack for Finance Manager Contents Welcome letter Your application and the recruitment process Finance Manager brief This is an exciting opportunity to be involved in an inspiring national charity leading and supporting the Finance function of the National Paralympic Heritage Trust. We are looking for a qualified accountant or accountancy company experienced in managing charity accounts who can help us with tasks ranging from bookkeeping to developing and streamlining our financial systems. The Trust has an income level of around £300,000 per annum and we estimate that that we shall require your support for up to 4 days a month and you will need to be happy to attend and present financial updates at the Finance & Development Committee’s quarterly meetings as well as the Trustee Board’s quarterly meetings. Welcome Letter Many thanks for your interest in becoming the Finance Manager of the National Paralympic Heritage Trust (the Trust). The Trust, which was established on 11th November 2015, exists to enlighten and inspire future generations by celebrating, cherishing and bringing the Paralympic heritage and its stories of human endeavour to life. In our first five years we have achieved a lot for a small organisation. As well as opening our permanent Heritage Centre at Stoke Mandeville in Buckinghamshire we have had temporary exhibitions across the country in Norwich, Bradford and Gunnersbury Park in London. We have plans in place for future exhibitions in Bath, and on the Queen Elizabeth Olympic Park in London as well as further developing our digital offer, which has become even more important in recent months. You will be a qualified accountant or accountancy company able to book-keep (see below Brief for more in-depth information) or be able to set us up on an account system that enables us to do more day-to-day book-keeping. You will have charity experience with an excellent understanding of restricted and unrestricted funds. We would like you to share our passion for preserving and celebrating the heritage of the UK as the birthplace of the Paralympic movement. You will also need to be committed to our aims and values, and to equality and diversity. Nigel Purse Chairman Your application and the recruitment process Please find below details of the selection process, to assist you in completing and tailoring your application. In order to apply you should submit: An up-to-date CV which shows your full career history – we recommend that this is no longer than two pages; Or the Company experience and named individuals who will work with the NPHT for this Contract. A supporting statement explaining why you are interested in this role detailing how you, as an individual or organisation, meet the skills we are seeking – we recommend that this is no longer than two pages. Your daily fee and estimated monthly costs. Please send your application, by email to: [email protected] Closing Date - Applications should be received by 5pm on Friday 27th January 2022. You will receive an acknowledgement and we suggest that if you don’t receive this you should contact us to confirm your application has arrived. Interviews will take place the week of 7th February 2022 via video conferencing. Interviews will be carried out by a Nominations Committee acting on behalf of The Board of Trustees which will be comprised of Rachel Maguire, Nigel Purse and Vicky Hope-Walker. We very much see these as a two-way opportunity for us to find out more about each other and there will be an opportunity for you to meet members of the Trust staff. Please do contact us if you wish to have an informal discussion about the role/organisation or if you have any other questions to help you decide whether to apply. You can contact: Vicky Hope-Walker, CEO [email protected] or Rachel Maguire, Chair, Finance & Development Committee, [email protected] You can download a pdf version of the recruitment pack here. If you would like it in a different version please contact us at: [email protected] Finance Manager brief Please note this is a brief of the work to be carried out though we are very open to a change in the roles of who does the work if you wish to introduce us to a new finance management system. We are not currently registered for VAT. Currently we are primarily project funded by three organisations, the National Heritage Lottery Fund, HS2 Community Fund and the Rothschild Foundation, and are in the process of developing new projects and products to take us forward in 2023-25. 1.1 Book-keeping: Update Cash Book (currently excel-based) monthly with income from multiple income streams, ensuring that they are correctly categorised. Follow up for payment of grants, sales invoices etc as necessary and flag issues. Review sales invoices raised for completeness etc Review supplier invoices. Enter supplier invoices into the accounting system (excel-based) Check and review funding claims prepared by the Administrator prior to submission Confirm monthly with the CEO which costs can be processed for National Lottery Heritage Fund, Rothschild and HS2 monitoring the restricted funds and ensuring they are reflected accurately in the management accounts Prepare a monthly bank reconciliation (forms part of the Cash Book and Management Accounts) Maintain an appropriate filing system of all documents and ensure safe and secure storage of all financial documents. Supported by Administrator: Raising invoices as required Chasing of invoices Preparation and submission of National Lottery Heritage Fund and other grant claims Petty cash management Provision of bank statements Supported by the CEO: Check supplier invoices for sign off with two Trustees Check on submission of grant claims and budget codes correct Management of the bank account 1.2 Financial Management and Accountancy: Prepare management accounts on a monthly/quarterly basis (as advised) Provide an executive summary and comment on significant variances to the budget Regularly review income and expenditure to ascertain the Company’s position in relation to funding and forecast Review and confirm monthly supplier payment list prepared by the Administrator to ensure appropriately authorised and funds available prior to on-line/cheque payments being made Review and reconcile balance sheet accounts monthly/quarterly In conjunction with the CEO prepare monthly cash flow reports (6-12 months projection) to agreed deadlines and highlight areas of concern Provide appropriate financial information as required for Finance & Development Committee meetings, Board meetings and the AGM. Attendance at quarterly Finance & Development Committee meetings and Board meetings as required. Assist the CEO with the annual budget reviews and preparation of a 5 year budget 2023-28. Preparation of other ad-hoc financial reports and information as required e.g. for Trust applications. Supported by Administrator: Supplier payment list updates Supported by the CEO: Monthly cash flow preparation and update Monthly I&E account preparation and update Annual and future budget preparation 1.3 Statutory Accounts: Prepare draft statutory accounts for independent examination purposes in accordance with current SORP, including: Accruals and prepayments Restricted funds schedule and costs to go against them Correct capitalisation of assets Fixed asset register maintenance and depreciation calculation Calculation of deferred grant income used to purchase capital equipment & annual release Co-ordinate the annual audit/independent accounts independent examination. Managing the relationship with the external examiners Goodman Jones and respond to their queries Prepare and submit/upload Annual Returns (accounts and confirmation statements) to Companies House and the Charities Commission in accordance with current deadlines. Supported by the CEO: Preparation of the Accounts report 1.4 Payroll: Led by the CEO: Process and manage the Payroll through an external provider Ensure all payments are appropriately authorised Ensure monthly PAYE payment to HMRC is made in accordance with the current deadlines 1.5 Pension (auto-enrolment) Ensure compliance of current pension scheme (managed by payroll provider) 1.6 VAT: Arrange VAT registration as appropriate/legally required If partial exemption may be relevant obtain appropriate expert support/advice to ensure compliance with current legislation Prepare quarterly VAT Returns and annual partial exemption calculation if applicable Prepare quarterly/annual VAT returns 1.7 Other: Ensure that income which is Restricted Income is appropriately managed in the accounts in accordance with the current SORP To keep up-to-date with new legislation, policy development and other relevant information to ensure delivery of an effective service and maintain a good knowledge of the sector To assist in the review of Financial policies To undertake other such duties of a similar level of responsibility as may be required from time to time.