FINANCE ASSISTANT (Part Time) APPLICATION PACK

FINANCE ASSISTANT (Part time) APPLICATION PACK

Thank you for your interest in the post of Finance Assistant (part time)

From 1st February 2018 a new organisation, Wiltshire Creative, will have been formed from the merger of the three Salisbury arts organisations receiving Arts Council NPO funding - Salisbury Playhouse, Salisbury Arts Centre and Salisbury International Arts Festival - with the goal of building on the success of the individual organisations to offer an increased range of performances and activities to the people of Salisbury, Wiltshire and beyond.

Please find a job description, person specification, application form and equal opportunities monitoring form enclosed. For further information about the theatre please visit our website at www.salisburyplayhouse.com

To apply for the post, please complete the application form and send it to [email protected] or by post (marking the envelope with the code FA) to:

Administration Department Salisbury Playhouse Malthouse Lane SALISBURY SP2 7RA

The closing date for applications is Monday 29th January 2018 at 9.00am. Interviews are planned to take place during the week commencing Monday 5th February 2018; please advise in your application if you are NOT available during this period.

If you wish to have an informal conversation before applying, please contact Vivienne Franklin on 01722 345156

We regret we are unable to acknowledge receipt of applications. However, we will endeavour to inform you by e-mail within three weeks of the closing date if your application has been unsuccessful.

We look forward to receiving your application.

EQUAL OPPORTUNITIES Wiltshire Creative strives to be an Equal Opportunities employer. The aim of this policy is to ensure that no job applicant or employee receives less favourable treatment on the grounds of gender, class, race, colour, nationality, ethnic origin, marital status, sexual orientation, age, physical disability, trade union activity, political or religious belief. Selection criteria and procedures will be kept under review to ensure that individuals are selected, promoted and treated on the basis of their relevant merits and abilities. All employees are required to comply with, and actively promote, this policy.

ACCESS If you would like to submit your application in another format we would be happy to accommodate this. Please contact Howard Meaden on 01722 345173 or email: [email protected] so that suitable alternatives can be discussed. Please also advise us of any special requirements needed to facilitate your participation in an interview should you be shortlisted.

APPLICATION GUIDANCE NOTES

Job Description and Person Specification

Please read the person specification and job description carefully. You should ensure that you meet all the essential criteria before submitting an application. Use the person specification as a guide to completing the section of the application form entitled 'Information in Support of Your Application'

Please type on this form or write clearly and legibly in black ink.

Please complete the form in detail. No CVs will be considered.

Data Protection The information given on this form will be used to create a shortlist for interviews. Any data about you will be held securely with access restricted to those involved in dealing with your application in the recruitment process. This application form will be kept on file for a maximum of twelve months and then destroyed. Should any job opportunities arise in the future for which we think you may be suitable, we may send you application details about the vacancy. In addition, we may contact you in the future for feedback on our recruitment procedures. Signature of the application forms indicates your consent to the data being used in this manner.

Equal Opportunities Monitoring Form To help us monitor our equal opportunities policy, we would be grateful if you could complete the enclosed Equal Opportunities monitoring form. When your application is received, this form is removed and is not used during the short-listing process. The information submitted is kept in the strictest confidence, following Data Protection requirements, and will only be used to monitor and analyse the progress of the Theatre's Equal Opportunity Policy.

Wiltshire Creative

JOB DESCRIPTION

JOB TITLE FINANCE ASSISTANT (Part time)

RESPONSIBLE TO FINANCE DIRECTOR

MAIN RELATIONSHIPS FINANCE MANAGER; FINANCE ASSISTANT PRODUCTION ADMINISTRATOR; HR & ADMINISTRATION MANAGER;

______

Wiltshire Creative has been created from the three Salisbury arts organisations receiving Arts Council NPO funding with the goal of building on the success of the individual organisations to offer an increased range of performances and activities to the people of Salisbury, Wiltshire and beyond.

The Finance Assistant supports the Finance Director in the day to day operation of the Finance Department with particular responsibility for Payroll and Pensions but must be able to multi task within a small but busy team covering for holidays and certain busy periods – year end and annual audit for example.

KEY RESPONSIBILITIES:

 Payroll & Pensions

 IT Systems

 Third party event sales (societies)

 Petty Cash

 Contract administration

 Memberships and Gift Aid

 Balance sheet reconciliations

These responsibilities involve a number of key activities as outlined below:

PAYROLL & PENSIONS  To be responsible for weekly and monthly payroll routines for all staff using SAGE 50  To ensure that Payroll payments are accurately recorded in SAGELINE 50  To administrate the Salisbury Playhouse auto-enrolment pension scheme and wages journal

IT SYSTEMS  To be able to liaise with IT support companies as well as Spektrix; Sage; Raiser’s Edge and Langley Business Systems on day to day issues where required

 To undertake training (if necessary) to cover in-house IT support for routine network issues: changing permissions; altering personal settings; adding / removing users; programming tills etc.

SOCIETIES  To take full responsibility for the financial management of Wiltshire Creative contracts with external events as may occur.  To manage the financial settlements of all local ‘society’ events sold via Wiltshire Creative’s Box Office

PETTY CASH  To be responsible for checking floats and entering payments for all petty cash floats reconciling them on a monthly basis

CONTRACT ADMINISTRATION  To maintain the company’s building, maintenance and systems contract files, alerting managers to expiry dates in good time to allow for a re-tendering process.

MEMBERSHIPS AND GIFT AID

 In conjunction with the Development Department to process and record all membership payments.  To be responsible in conjunction with the Development Department for the collection of Gift Aid on donations  To process Gift Aid payments on all other charitable donations.

BALANCE SHEET RECONCILIATIONS

 To reconcile payroll related and general balance sheet codes to effectively control assets and liabilities

GENERAL  To assist the Finance Director in preparing reports and answering queries regarding budgets.

 To raise journals and corrections to ensure expenditure and income is properly coded within the finance system.  To provide guidance and support to staff, ensure Finance policies and procedures are followed.  To attend regular Finance meetings and other meetings as required.  To manage the financial settlements of all external events sold via Wiltshire Creative’s Box Office  To be responsible for balance sheet reconciliation for Wiltshire Creative and payroll associated codes.  To carry out own word processing, spreadsheet and filing work.

OTHER  To always act in the best interests of Wiltshire Creative  To take positive action to promote Equal Opportunities in all aspects of the work of Wiltshire Creative  To agree to abide by Wiltshire Creative policies as set out in the Staff Handbook  To maintain confidentiality in all areas relating to Wiltshire Creative  To be flexible and to undertake any other reasonable duties as requested by Management. ______

CANDIDATE SPECIFICATION

Essential

 Excellent IT skills and recent experience of the use of IT packages (Microsoft Excel, Word and Outlook in particular) and Finance IT Systems in processing and recording financial information.

 Experience of payroll administration using SAGE 50  Previous experience of managing IT support contracts  To maintain a high standard of accuracy in maintaining financial records and preparing information for internal and external customers/clients.

 To be able to work methodically, paying attention to detail with an ability to check own work for errors.  To be able to communicate in a professional and friendly manner with clients and colleagues  To be able to listen to the views and issues of others.  To convey and receive information effectively and build positive working relationships both internally and externally.  To be able to exchange basic information in a courteous and effective manner to peers, line managers and customers.

 To adapt and work effectively in different situations, in order to carry out a variety of tasks and remain calm and level headed under pressure.  To remain positive and put difficulties into perspective.  To be reliable and flexible in response to work priorities and issues.  To be able to organise and manage own time effectively.  To be able to prioritise and manage own workload in an efficient manner.  To respond to changing priorities.  To meet deadlines and complete work to schedule.  To be able to work effectively as part of a team.  To be proactive in taking on additional tasks

Desirable

 Experience of working in the arts or the charity sector  An interest in theatre and the work of Wiltshire Creative ______

TERMS AND CONDITIONS

 Salary: £19,000 pa pro rata

 Hours: 24 hours per week (3 days)

 Holiday: 20 days holiday plus 8 days public holidays pro rata.

 Term: Permanent contract subject to probationary period of six

months.

 Pension: Wiltshire Creative offers a group personal pension whereby

contributions can be deducted from salary if requested and is

currently matched by Wiltshire Creative up to 1.5% of salary.

Wiltshire Creative is legally obliged to auto enrol all eligible employees into this scheme, although the employee has the right to ‘opt out’.

Full details are available from the Finance Department upon

request.

APPLICATION FORM FOR THE POST OF: FINANCE ASSISTANT (Part time)

This form should be completed as fully as possible. You may continue any section on to additional sheets of paper if necessary.

Personal Information

Name:…..………………………………………………………………………………………………...

Address: ………………………………………………………………………………………………...

…………………………………………………………………………………………………………….

Tel No: (day) ……………………………………… (evening) ……………………………………

Email: ……………………………………………………………………………………………………

N.I. Number: ………………………………………………… (if none, give details of nationality)

Do you have a valid driving licence? YES/NO

Do you have any convictions not considered spent under the Rehabilitation of Offenders Act 1974? YES/NO

(If yes please give details)

Where did you hear about this position? …………………………………………………………

DECLARATION

I declare that, to the best of my knowledge, the information given in this application is correct and I understand that it will be treated as part of any subsequent Contract of Employment.

SIGNED: ………………………………. DATE: …………………………………

Education/Qualifications

Please include details of schools/colleges attended, dates and qualifications achieved

Employment History

Please give details of your employment history (paid or voluntary), starting with your most recent post, giving job titles, responsibilities, dates and names of the organisation:

Please list any other skills, qualifications, or interests which may be appropriate for the post:

Additional Information

Please explain why you would like this post, stating what qualities you think you can bring to the job and give any additional information you feel supports your application. This will enable us to see how your particular skills match up to the requirements of the job. It is, therefore, important that you tell us as much as possible about yourself in relation to all the items listed in the skills and experience section of the job description.

REFERENCES

Please give the names and addresses of two referees, one of whom should be your present employer, if applicable:

1. Name ……………………………………….. 2. Name: ………………………………………

Address: ………………………………...... Address: ……………………………………

………………………………………………... ………………………………….……………

Tel: …………………………………………... Tel:………………………………......

Your relationship to referee: Your relationship to referee:

………………………………………………… ……………………………………………….

May we request a reference before making an offer to work?

Referee 1 YES/NO Referee 2 YES/NO

Equal Opportunities Monitoring Form for Job Applicants

Salisbury Playhouse is committed to equality and as part of this process we need to monitor applicants.

The information requested on this form is required solely for this purpose and it in no way influences the recruitment and selection process. No name is to be given on the forms and completion is entirely voluntary; non-completion will have no effect on the consideration of your application. The information collected on this form is confidential and will be separated from your application form on arrival.

Ethnic Make up White (tick box as required) British  Irish  Any other White background 

Asian or British Asian  Asian Bangladeshi  Asian Indian  Asian Pakistani  Any other Asian background 

Black or British Black  Black African  Black Caribbean  Any other Black background 

Chinese 

Dual heritage:  Asian and White  Black African and white  Black Caribbean and White  Chinese and White 

Any other background from more than one  group

Any other Ethnic Group 

Do you consider yourself disabled?  Yes  No

Thank you for completing this form, please return with your application for employment.