Finance Manager - Job Description

SOUTH WEST LONDON LAW CENTRES Legal Action for Local Communities

JOB DESCRIPTION

POST: Finance Manager

Salary: Up to £36,801.pa (NJC Scale 37 including Inner London) + 3% Non-Contributory Pension

Reports to: CEO

Line Manages: Part of the Senior Management Team - Admin Support Team

Functional Links: Board of Trustees, CEO, Client Services Manager, Head of Legal Practice, Billing Coordinator, Team Leaders, Branch Administrators and Administration Staff

Term: Permanent

Based at: East Croydon - head office – but post involves visiting our other sites.

Key Tasks

1. To have overall responsibility in conjunction with the CEO for the financial management of South West London Law Centres, ensuring that it discharges its responsibilities in this area correctly and in line with good practice and legal requirements and develops systems to build sufficient reserves 2. To ensure proper accounting records are maintained using SWLLC’s computer accounting systems. SWLLC now uses Solicitors Own Software Accounting and Case Management Package 3. To review systems on SOS, to commission and move the law centre to a new accounts software package that is separate from the case management system and to produce a manual on the linking of the two. 4. Periodically review and develop financial policies, systems and procedures to ensure they are best they can be and service the law centre well. 5. To provide clear and accurate financial information and forecasts

1 SWLLC Finance Manager Job Description October 2017 6. To manage SWLLC’s Income & Expenditure, maximising Income including interest on Bank Accounts. 7. To manage SWLLC’s Bank Accounts including Client Account reconciliation 8. We have received on year funding from the London Legal Support Trust to set up a new post of Billing Coordinator with the aim of further expediting prompt billing and reporting of all legal aid and other chargeable casework, so that part of the existing role of the Finance Managers will be undertaken by this new post. The aim of the project is that it becomes self-financing within a year through improved and increased cash-flow. 9. To work with the Head of Legal Practice, and Billing Coordinator to help ensure the proper recording and reporting of all Legal Aid Agency contractual obligations are met 10. To liaise with Auditors and other regulatory bodies. 11. To administer statutory reporting duties in relation to Companies House and other regulatory bodies. 12. To work with the Senior Management Team to oversee and review the procurement of new and existing goods and services for the organisation to achieve value for money. 13. To help set up and develop systems to attract donations through individual giving

Duties & Responsibilities

Budgeting and Business Planning

1. To draft the annual budget in conjunction with the CEO ensuring that it prioritises value for money. 2. To co-ordinate the financial aspects of the Business Planning cycle. 3. To participate and contribute to best practice in terms of management throughout the organisation.

Financial Analysis, Reporting and Monitoring

1. To provide clear and accurate financial information and forecasts to the CEO & Senior Management Team, the Finance Sub Committee, and the Board of Trustees at least quarterly or when required. To report financial matters of concern to the CEO and Treasurer as appropriate. 2. To report on financial matters to Company Members at Annual General Meetings.

2 SWLLC Finance Manager Job Description October 2017 3. To exercise budgetary control. To monitor financial performance against budgets and report to budget holders on a monthly basis. 4. To monitor and manage cash-flow. 5. To exercise effective credit control, including managing unpaid debts. 6. To assist the CEO in the preparation of funding applications or income maximisation. 7. In conjunction with the CEO, Head of Legal Practice, Billing Coordinator and the Team Leaders to manage the proper performance of Legal Aid contracts and income generation from our largest source of income. 8. To oversee the preparation and submission of payroll information to the Payroll Services. Overseeing the preparation of EOY Salary & Payroll returns to HMRC. 9. To prepare and submit the quarterly VAT return. 10. To manage the annual audit, including preparation of statutory accounts.

Premises and Resources a) Deal with suppliers to the Law Centre and analysing buying patterns to make best use of SWLLC’s resources.

Other Duties

1. Play a full role in the organisation's Senior Management Team, supporting colleagues to maximise its effectiveness. 2. Attend meetings of the SWLLC Trustee Board and sub-committees as required. 3. In addition to the tasks and duties listed in this job description, to undertake such duties as may be identified and which are generally compatible with the functions of the post. 4. A willingness to undertake duties performed within the Senior Management Team as and when needed. 5. To assist with legal aid and chargeable work reporting and billing when there is not a Billing Coordinator in post 6. Attend meetings outside of normal business hours as required to discharge the above duties. 7. At all times act to protect the good name of South West London Law Centres 8. Have regard at all times, in the planning and execution of duties, to the organisation's Equality and Diversity Policy.

Legal Aid Contract Management & Legal Income Billing moved to new Billing Coordinator Post

1. To expedite prompt billing and proper reporting of all Legal Aid Agency work undertaken and to ensure that all related contractual obligations are met.

3 SWLLC Finance Manager Job Description October 2017 2. To oversee the submission of claims to the Legal Aid Agency, monitoring and reconciling on a monthly basis. 3. To ensure the accurate recording and control of work in progress and manage the system of claiming regular Payments on Account claims from the Legal Aid Agency. 4. To expedite prompt billing of all matters not funded by the Legal Aid Agency and the recovery of monies billed.

4 SWLLC Finance Manager Job Description October 2017 SOUTH WEST LONDON LAW CENTRES Legal Action for Local Communities

PERSON SPECIFICATION POST: Finance Manager

Salary: Up to £36,801p.a (NJC Scale 37 including Inner London) + 3% Non Contributory Pension

Reports to: CEO

Line Manages: Part of the Senior Management Team - Admin Support Team

Functional Links: Board of Trustees, CEO, Client Services Manager, Head of Legal Practice, Billing Coordinator, Team Leaders, Branch Administrators and Administration Staff

Term: Permanent

Based at: East Croydon - head office – but post involve visiting our other sites.

Experience and Knowledge

1. A minimum of 2 years experience in a similar role 2. Experience of using computerized accounting software systems. 3 Experience of VAT. 4. Experience of preparing annual accounts and liaising with auditors. 5. Experience of having overall responsibility for managing income and expenditure, cash flow and ensuring the prompt receipt of income. 6. Experience of the recovery and management of debts 7. Experience of playing a full part in a senior role within an organisation or company contributing to Business and Strategic Planning and the decision making processes.

Skills

8. A minimum qualification in CIMA or CIPFA or equivalent relevant experience 9. An ability to impart financial information to non-financial people. 5 SWLLC Finance Manager Job Description October 2017 10. Ability to line manage staff and to work flexibly with the Management and Administration team 11. Ability to be accurate and precise maintaining clear records. 12. High level of computer literacy including accounting packages. 13. Ability to be a constructive member of a Senior Management Team 14. Ability to think strategically and forward plan. 15. Ability to be self reliant and be able to work productively with little support. 16. Ability to work within a cash strapped not for profit environment providing front line services to disadvantaged people and an awareness of what this means

Desirable

17. Experience and knowledge of charity accounting including SORP compliance 18. Proven knowledge and experience of managing finances within a legal practice, including managing client accounts. 19. Knowledge of Solicitors Accounts Rules 22. 20. An accountancy qualification 21 Experience of donor development

6 SWLLC Finance Manager Job Description October 2017