Finance Officer

  Job Description   Job Title: Finance Officer   Term: Permanent   Hours: 35 hours per week   Salary: £25,000 to £26,000   Pension: Voluntary contributory Company Pension Scheme (SHPS defined benefit) prior to auto-enrolment from 1st October 2016 (SHPS defined contribution)   Location Ealing Office   Responsible to: Finance Manager   Responsible for: None     The Charity   Pathways is a pan London Almshouse charity, which also provides umbrella services such as housing management and gives grants to local charities and volunteer groups in Ealing and Brentford.   The Finance Department   The Finance Department has responsibility for budget preparation and monitoring, financial accounting, treasury management and control of all payments made and income received by the Charity.  The main aims and objectives of the Department are: To play a leading role in the development and implementation of the Charity’s financial strategy; To uphold our values (PATHS; being Professional, Accountable, Teamwork, Honesty and Solutions orientated); To set attainable standards of service and ensure that they are met; To be customer-orientated; responding to customers’ needs and cooperating with and supporting customers; To communicate effectively, and be helpful, friendly and professional in dealing with enquiries; To provide timely, accurate and appropriate management information to the Charity’s board and management team and other stakeholders.   The Role   JOB PURPOSE   To support the provision of an excellent, innovative and efficient finance service to all customers both internal and external.   To be responsible for dealing with and accounting for weekly maintenance contributions/ rent receipts, outgoing payments, and bank reconciliations.   To assist the Finance Manager in the preparation of accurate and timely management information, including journals and reconciliations.     PRINCIPLE DUTIES AND RESPONSIBILITIES   Rents / weekly maintenance contributions   To oversee the SDM rent accounting system carrying out monthly rent control account reconciliations; reviewing and clearing the suspense accounts and investigating discrepancies   To assist the Finance Manager with the preparation of weekly maintenance contributions, rent and service charge increases maintaining proper schedules.   Process HB, rent receipts, standing orders, all cash & cheques in SDM and Sage. Posting direct debits and receipts to Sage     Purchase Ledger   To oversee the purchase ledger system ensuring invoices are recorded, approved, coded and paid accurately and in a timely fashion.   To query invoices from suppliers, prepare payments, and chase refunds resulting from overpayment.   To routinely obtain as directed the signature of Trustees who are authorised to sign cheques and other legal documents.   To routinely as requested pay into the Charity’s bank account all cash and cheque transactions. To print cheque runs and initiate on line banking payments     Management Information   To complete all necessary journals to maintain the nominal ledger.   To assist in the preparation of the monthly and quarterly management accounts and supporting information.   To assist with the maintenance of the fixed asset register.   To reconcile various control accounts.     Financial Monitoring   To assist with the preparation of the annual budget.   To investigate variances against budgets and provide supporting analysis.   To analyse variances and explore potential problems and agree action plans with the Finance Manager.   Providing reports to the Finance Manager as requested.     General   Responsible for bringing to the attention of the Chief Executive and/ or Chair of the Trustees any matters relating to the Charity that might otherwise be overlooked.   To participate in regular supervision and appraisal meetings.   To attend meetings, conferences, seminars and training courses as required.   To participate in team and other meetings.   To manage own time effectively and work largely unsupervised.   Undertake all other duties commensurate with the role.         CORPORATE DUTIES AND RESPONSIBILITIES   To ensure that all activities undertaken are carried out to the highest standards of integrity and professionalism in accordance with Pathway’s policies and procedures and best practice.   Contribute ideas and suggestions that may enable Pathways to provide a better service.   To uphold and promote Pathways’ Equal Opportunities and Diversity Policy   Compliance with the Data Protections Act must be adhered to at all times.   Follow the Charity’s Health & Safety policies and procedures to ensure, as far as practicable, your own safety and that of others in the workplace.   Responsible for bringing to the attention of the Chief Executive any matters relating to Pathways that might otherwise be overlooked.   At all times, present a positive and professional image of Pathways both internally and externally.   To positively promote the work, reputation and standing of Pathways in all dealings.   Uphold Pathways values, policies and practices in respect of diversity and equality and to act as a champion for these in all dealings with colleagues, residents and stakeholders.   NOTE   No job profile can cover every issue which may arise within the post at various times and the jobholder is expected to carry out other duties as required from time to time.   This list is not exhaustive and is designed to give an overall view of the job.