Agenda for Change s1

St. Andrews’s Hospice

JOB DESCRIPTION

1. JOB IDENTIFICATION

Job Title: Finance Manager

Reports to: Chief Executive

Directorate: Finance

Department: Finance

Hours of Work: 35 hours a week (Full Time), normal office hours 8.30am to 4pm, with flexibility required

Responsible For: Finance Team (1.5 WTE time employees)

Job Reference: No of Job Holders: 1

Last Update (insert date): 13 January 2016

2. JOB PURPOSE

To ensure that the finances of the hospice are maintained in an accurate and correct manner, compliant with all relevant legislation and that hospice policies are adhered to at all times.

To provide sound financial advice, information and support to the Senior Management team (SMT), and St. Andrew’s Hospice Board of Trustees.

To ensure the long term financial viability of the Hospice is maintained by contributing to the preparation of the strategic plan, the annual budget and forecast.

To be responsible for the preparation of Monthly Management Accounts and annual audit and production of the statutory Accounts.

3. DIMENSIONS

St. Andrew’s Hospice provides specialist palliative care services to the people of Lanarkshire. It is a specialist resource for those individuals receiving palliative care, who have particularly complex needs that cannot be fully met in their usual place of care. We strive to meet physical, emotional, social and spiritual needs providing the highest standard of patient centred care possible while ensuring choice, dignity, self esteem and an enhanced quality of life. We engage with family and friends offering them support and bereavement counselling. The hospice has a 32 bedded in-patient unit, day hospice, bereavement service, education department, fundraising, retail and support services. The hospice also has 14 shops throughout towns in North and South Lanarkshire.

The Hospice is a Company limited by guarantee and a registered charity and is required by separate and differing legislation to meet finance governance and regulatory requirements.

The Finance Manager advises and supports the SMT and Board of Trustees whilst also being responsible for the daily management and supervision of the finance team. The Finance manager ensures that all financial transactions are made and recorded accurately and within the time lines to produce the monthly management accounts for the hospice management team.

The Finance Manager supports and advises the managers and staff of all departments to understand and meet their financial responsibilities.

Total of 180+ staff plus 600+ volunteers.

4. ORGANISATIONAL POSITION

Finance Team

Finance Manager

Payroll/ PT Accounts Officer Finance Assistant Manager 6. MAIN TASKS, DUTIES AND RESPONSIBILITIES

Core Duties:

 Ensure that the monies received by the hospice are correctly accounted for and banked daily.  Check main bank account on a daily basis to monitor transactions  Ensure that the main bank account is reconciled on a weekly basis.  Ensure the other hospice bank accounts are reconciled on a regular basis- at least monthly  Ensure the accurate processing of data into the sage accounting system  Ensuring that information is distributed to other departments as required in a clear and accurate fashion.  A working knowledge of sage accounting systems  Control and reconciliation of petty cash  Responsibility for the control of the hospice credit card  Liaison with various outside bodies HMRC, banks auditors etc.  Ensure compliance with relevant legislation.  Ensure adherence to hospice policies  Be prepared to cover the workload of other staff during leave and other absence.  To contribute to the preparation and financial evaluation of business plans and proposals in conjunction with the chief executive and members of the SMT.  To liaise with the OSCR, Companies House, NHSL, Auditors, HMRC, DWP, Scottish Public Pensions Agency (SPPA), and other advisers and completing all related documents, Taxation and VAT returns.  Ensure senior management have up to date management information and supporting narrative routinely and on request, including monthly management accounts showing the financial position of the Hospice compared with budgets and previous year(s).  Provide departmental directors and managers with KPI’s and interpretation of the result of analysis of departmental performance. Ensure the finance department provide the detail behind the analysis as required.  Train, coach, inform and support departmental managers in all financial matters, including understanding the monthly accounts and variance reports, preparation of bids and budgets, the implications of VAT, income tax, National Insurance, and other taxes, etc.  Ensure all financial information and KPI’s required by NHSL are produced and delivered as required. Participate as required by senior management in contract negotiations with NHSL.  Ensure the appropriate management of all financial activities of the Hospice and that risks are identified, managed and reported in the Risk Register within the finance governance framework.  Ensure the timely completion of Government Statistics Forms, OSCR, VAT and insurance/pension scheme returns and deal with all related matters and external agencies.  Contribute to the preparation of the Hospice strategic plan by providing accurate financial plans (3 year budgets & forecasting), regular reports and business cases for major projects.  Monitor liquidity to ensure interest receivable is maximised.  To be responsible for maximising the recovery of VAT eligible within the charities guidelines set by HMRC  Develop, implement and monitor systems to ensure all invoices are raised in accordance with financial procedures.  Be responsible for all statutory annual returns: P35, P11Ds etc to HMRC and Benefits Agency.  Manage all Hospice Insurance requirements and ensure at all times the Hospice has appropriate levels of cover for all activities.  Manage the development and maintenance of all computerised financial systems and ensure that Financial Data is securely protected.  Work and develop the agreed Hospice Finance policies, procedures and guidelines  Lead change, and accept and support in the management of change.  Prepare the Annual Accounts by extracting the required information from the accounting systems and providing draft accounts, and all lead schedules in support, to the auditors.  Meet the auditors regularly and deal with all issues raised during the audit including any corrections or additional information required.

 Ensure accuracy of any annual stock-counts at the Hospice.

 Ensure accounts are filed timeously with Companies House and OSCR (Charity Regulator).

Line Management:  Manage recruitment and selection of Finance staff and or Finance Volunteers.  Development, appraisal and management of all Finance Staff.  Ensuring compliance with statutory requirements as they affect the Finance Dept including Employment, Health and Safety at Work, COSHH, Fire Safety etc.  Coach, train and cross train Finance Staff and Volunteers to ensure adequacy of cover  Provide strong leadership (through mentorship, supervision and support) and guidance to the Finance Staff and the Volunteers in the Department to maintain the motivation of staff and encourage their professional development.  Continuous performance monitoring.  Ensure any volunteers are managed effectively and considerately within volunteer guidelines

Professional Development:  Obligation to ensure that the individual keeps abreast of any changes in working practices that could affect the conduct or operation of the finance role within the hospice.  Keeping self abreast of current developments in Accounting, VAT, Charity and Company Law, including attending relevant training sessions as appropriate.  Organising and participating in the education and training of all Finance staff, liaising where necessary with outside agencies to provide education development.  Ensuring “skills learnt” are communicated between members of the Finance Staff.  Meet mandatory hospice training requirements  Ensure that the CPD requirements of the relevant professional body are met and complied with on an annual basis.

Other:  Attend annual in-house training including mandatory updates on health and safety, fire safety, moving and handling and other mandatory training as required.  Work within agreed Hospice policies, procedures and guidelines.  Attend updates and courses in order to maintain own knowledge and skills.  Work as an integral part of the finance team, being sensitive to the needs of the whole team and supportive of other team members.

This job description is an outline of the duties of the post and is not meant to be a detailed summary. Other duties may be required according to the needs of the Hospice. The job description may be subject to agreed amendment in the light of experience and the need for change.

Ethos and Mission of the Hospice Lead by example and uphold the mission and ethos of the Hospice and of the Religious Sisters of Charity.

Working with volunteers: Volunteers are a vital resource to the Hospice and it is the responsibility of all staff to treat them with respect and to value their contribution appropriately. If a volunteer is assigned to assist you at any time you will retain responsibility for the requirements of the job in terms of accuracy, efficiency and standards of completion. You should also ensure good communication and be aware of your responsibility towards the volunteer in terms of Health & Safety.

Annual Appraisal All members of hospice staff receive an annual appraisal by their line manager. The purpose of the annual appraisal is to understand how well the job has been working in the previous year, assess progress towards the targets made at the previous annual appraisal and to set targets.

Conditions of Service The employing authority is St. Andrew’s Hospice. Terms and conditions of service are set by the SMT of the Hospice.

Rehabilitation of Offenders Act 1974 This post is subject to an exemption order under the provision of Section 4 (2) of the above Act. We will apply to the Central Registered Body in Scotland (CRBS) for Disclosure for the successful candidate. Information on the disclosure process is available at www.crbs.org.uk or by phoning the CRBS on 01786 849777.

No Smoking Policy St Andrew’s Hospice operates a No Smoking Policy within the Hospice Buildings & Grounds

Confidentiality Hospice staff will become aware of information related to patients, staff and volunteers which must be treated confidentially. All staff are expected to read and adhere to the Confidentiality Policy.

Equal Opportunities St. Andrew’s Hospice is an equal opportunities employer.

7a. EQUIPMENT AND MACHINERY 1. Computer hardware  PC, laptop, monitor and printer

2. Office equipment  Photocopier, franking machine, calculator, telephone, fax, scanner, cash coin counter, credit card machine, shredder.  Operating safes and secure cabinets

3. Computer software  Microsoft Office (Excel, Word, Outlook, Access, PowerPoint)  SAGE  Raisers Edge  Internet

4. Corporate on line banking – RBS Credit Cards and Bankline

7b. SYSTEMS Accounting & Payroll Systems – SAGE  Recording all transactions and accessing or extracting data for reports, budgets and accounts – daily monthly and annually.

Donor Database – RAISERS EDGE (Updated by Fundraising Staff, recording all donations by type and donors details)  Used by Finance for enquiries and analytical reports extracted

Corporate On-line banking – RBS and Santander Bank  Processing transactions, paying suppliers and staff directly from hospice bank account(s).  Monitoring cash flow.

Microsoft Office – Excel, Word, PowerPoint, Outlook and Access

Website – Keep any Finance Information and Reports up-to-date

8. ASSIGNMENT AND REVIEW OF WORK Assignment

 Work load has a daily routine which requires to be strictly adhered to- the collection of monies from the reception area/ the opening and distribution of the mail/ the recording of the monies for banking/ ensuring the banking is taken to the bank/ the distribution of the information to other departments/ the input of the data into the Sage 200 accounting system.. .  The post holder works on an autonomous basis to determine own priorities and ensures work is completed within the overall timescales to meet the needs of the organisation and compliance with external regulatory bodies. .

Review

 The postholder will review the workload of the section and meet with the Chief Executive on a regular basis to discuss hospice financial matters.  Annual appraisal is carried out by the Chief Executive.

9. DECISIONS AND JUDGEMENTS Post holder interprets financial guidance and has the ability to identify and query the allocation of monies received to ensure costs and income are allocated to the correct event/ function.

The ability to question senior managers and staff re the validity of transactions.

To ensure all Hospice financial activity complies with regulatory standards (OSCR, SORP, HMRC, Charitable Trusts).

The post holder is required to determine priorities for the Finance department, taking account of organisation requirements, management pressures and staff availability to ensure deadlines are achieved and quality of service is maintained.

The post holder is required to work strategically with the Chief Executive and the SMT in developing and delivering the strategic plan. 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB Constantly re-prioritising workload to meet the demands of the SMT and Board of Trustees, whilst also meeting the on-going organisational needs within a small team.

Maintaining high quality of service.

Motivating staff to develop and implement change whilst continuing to meet tighter deadlines.

Responsibility to keep up to date with legislative and accounting developments and changes and maintaining the organisation is up to date.

Workload requirements and pressures may on occasion require long working days and a flexible approach to the working week.

Development of organisational objectives within approved budgets in variable economic situations.

11. COMMUNICATIONS AND RELATIONSHIPS Internal:

 Finance staff  SMT  Board of Trustees  Department managers  Staff  Volunteers  Patients and relatives

External:

 Provide external interface with -  Banks  Auditors  Pension funds  HMRC  SPPA  Suppliers  Customers  Donors  Consultants  NHSL – Finance, Facilities, Pay Unit, HR  OSCR (Office of Scottish Charity Regulators)  Companies House

It is expected that communications are timely, precise and efficient particularly with non financial managers.

Consult with appropriate agencies, eg ( Accountancy Bodies/HMRC) to ensure a thorough knowledge of accounting, PAYE, VAT practices and procedures are in place, in line with legislation and Codes of Practice.

Participate in regular team meetings 12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB Physical Skills

 Prolonged periods sitting behind a desk working at computer.  Attending and sitting at protracted meetings.  Occasional carrying of large amounts of coinage for short distances.

Physical Demands

 Advanced keyboard skills, high degree of accuracy, knowledge of software packages and presentation skills.

Mental Demands

 Prolonged periods of concentration required to analysing complex data and producing reports.  Managing the varying and unpredictable demands of directors/managers within limited resources, and also meeting the organisational needs.  Frequent, interruptions (face to face enquiries, telephone).  Switching tasks regularly to take account of changing priorities and deadlines.  Speed and accuracy to ensure the right information is provided at the right time.  Evaluating multiple scenarios.  Retention of information.  Ability to think in clear concise manner  Ability to correct bookkeeping problems/ problem solve  Extensive excel experience

Emotional Demands  Frequent direct exposure to the personal and professional concerns of staff and volunteers and the need to handle these in a sensitive, confidential manner.  Exposure to highly distressing situations particularly when accepting donations from distressed and/or bereaved relatives in a confidential manner.  Support the emotional and practical issues with volunteers and staff when dealing with HR issues.  Coping with several tasks simultaneously within deadlines.  To be able to work in an environment where there are terminally ill patients and other vulnerable people  Environmental  Shared office space.  Interruptions. 13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB The post holder will either be a Qualified or a Part Qualified Accountant (CA, ACCA, CIMA) or a Qualified by experience Accountant

Extensive experience at a management level and including the following:

 Proven managerial experience  Financial Planning and Management  Project Management  Change Management  Staff Management  Policy Development  Corporate Governance  Partnership Working  Personal Development of staff  Well developed communication skills  Excellent analytical skills  Presentation and interpretation of financial reports  Budgetary preparation, presentation and control

Skills and Competencies

 Professional Leadership and Vision  Strategic Planning and Analysis  Information and Communication (ICT) knowledge and skills  Excellent people management skills  Managing conflict  Innovative thinker  Ability to influence, negotiate and build relationships  Culture awareness and sensitivity  Self Motivated  Confident and Decisive  Time Management skills  Specific accounting practices for Charities  The specific regulations and standards for charities  VAT, and in particular the Partial Exemption rules, that apply specifically to Charities

14. JOB DESCRIPTION AGREEMENT A separate job description will need to be signed off by each jobholder to whom the job description applies.

Job Holder’s Signature: Date:

Head of Department Signature Date: PERSON SPECIFICATION – Finance Manager

AREA ESSENTIAL DESIRABLE TESTED QUALIFICATIONS Part Qualified Accountant Qualified Accountant Application, (CA/CIMA/ACCA) (CA/CIMA/ACCA) interview and certificates. Qualified by Experience

Commitment to CPD Application and interview

EXPERIENCE Finance and Administration Senior management team Application, experience in a SME. experience. interview and Health Sector experience references. Extensive experience of Sage Accounts & Payroll Application, Managing Accounts systems systems. interview and including preparing monthly references. Management Accounts, Implementing and developing databases and operating payroll Accounts Systems systems

Considerable experience of Vat Partial Exemption Application, preparing VAT Returns experience interview and references

Extensive variance analysis Experience of budgetary Application, experience and in-depth control interview and reporting. references Preparation of cash flow forecasting Experience of creating and Intermediate level experience Application and developing Microsoft Excel in Microsoft Word, Outlook, interview. Spreadsheets to an advanced Access and PowerPoint level

Performing reviews and Previous experience in the Application and maintenance of internal control Charitable or Healthcare interview. systems. sector.

Identifying and measuring risks.

Producing statutory accounts for Previous charity accounting Application and audit ensuring regulatory experience e.g. SORP interview compliance. Considerable experience in the Experience of managing Application, ability to lead a committed team, Volunteers. interview and supervision and development of references the finance team. Capable of working under Application and pressure. interview.

Experience of project and Application and change management interview

KNOWLEDGE Preparation and negotiation of Application and contractual terms and interview. conditions.

Ensuring compliance with corporate governance requirements.

Understanding of management, Application and leadership and development interview. skills.

Knowledge of insurance Application and requirements interview

Excellent general IT skills Application and including Excel interview. OTHER Analytical, inter-personal and Application and communication skills. interview.

Ability to work flexibly to the Application and needs of the service. interview Ability to travel through Scotland Application and if required. interview