<p>Hyndburn Citizens Advice Bureau Finance & Administration Manager Reporting to: Hyndburn Citizens Advice Bureau Chief Officer Salary: £25,000 (gross) per annum pro rata plus contributory pension Hours: 28 hours per week Context of role: The post will play a key role in the strategic development and implementation of new systems and processes which will support the new service delivery model at the bureau. Role purpose: Working with the CAB manager as a member of senior management, provide reliable and effective financial management as well as administrative and financial support to underpin all aspects of Hyndburn CAB and its services at a time of rapid change. Effective financial management of the bureau will ensure and promote best practice in the management and governance of the bureau. Responsibilities Financial management  Maintain day-to-day financial control of the service within budget heads agreed by the bureau trustee board.  Ensure that all finances are properly administered and monitored and that appropriate financial regulations and controls are in place and in use at all times.  Advise on the proper allocation of resources.  Prepare and review detailed budgets for approval by the governing body in conjunction with the manager and treasurer.  Make regular reports to the governing body on income, expenditure and any variations from budgets.  Oversee the correct preparation of accounts and financial statements in conjunction with the honorary treasurer and auditors.  Ensure that all financial reporting obligations are met in relation to submissions for funding, grant aid, contracts and any other initiatives.  Contribute to funding bids by identifying needs and opportunities, contributing to the preparation and accurate costing.  Developing and providing paid for (financial and accounting) services for other bureaus and voluntary sector organisations.  Finance  Authorise invoices within pre-determined limits.  Make payments from petty cash within pre-determined limits.  Make authorised payments to employees and other creditors.  Reconcile petty cash and bank statements.  Record and bank payments coming into bureau.  Make and record payments going out of bureau.  Make authorised payments to volunteers.  Maintain accurate bureau accounts through the Quick books system.  Monitor financial information and check funding streams are running within budget.  Liaise with the bureau treasurer.  Liaise with CitA financial support.  Prepare end of year financial accounts for Auditing. Correspondence, reports and other documents  Word process letters, documents and reports as required.  Report to Companies House and the Charity Commission, keeping all records up to date.  Maintain statistics and collate and produce to a prescribed format, including the production of monthly Key Performance Indicators from a variety of statistical sources.  Produce information from spreadsheets and databases.  Provide financial reports to funders and exception reports to the Manager. Administration  Organise and maintain chief officer's diary and work records.  Maintain and update volunteer administrative rota and contact volunteers when necessary.  maintain an online office manual with up to date policies and procedures and ensure staff altered to any changes.  Maintain a record of clients complaints and ensure complaints are dealt with in accordance with procedures. Staff management  Manage, supervise and develop administrative volunteers.  Participate in recruitment and selection activities as delegated.  Participate in the induction of new staff as delegated.  Ensure that each member of staff has a learning and development plan.  Establish and implement a recruitment, induction and staff development policy in conjunction with the appropriate sub-committee.  In accordance with Citizens Advice and organisational procedures, assist the governing body in implementing and monitoring employment policies and procedures.  Maintain holiday, sickness and absence records using WhosOff software Maintain and update personnel files both for paid staff and volunteers. Planning and Development  Advise the Chief Officer and Trustees on all aspects of financial and office management and related issues and seek formal decisions from them where appropriate.  Take the lead on developing office systems and making improvements where necessary to ensure best practice.  Advise on the administrative and financial implications of new policies and services.  Take the lead in the mapping, monitoring and management of risk, producing and consulting on an annual risk assessment as part of the business planning process.  Contribute to the business planning process in key areas of the role and ensure regular monitoring and review of the business plan. Buildings, Premises, IT and Equipment</p><p> Ensure all the CAB premises and service outlets comply with Health and Safety regulation and the CAB Health and Safety policies and procedures are followed  Maintain Bureau premises and implement any necessary repairs and improvements, liaising with landlords, contractors and suppliers as appropriate.  Ensure all equipment is maintained and keep the asset register up to date.  To ensure the Bureau and all its services are adequately insured.  Ensure the service has appropriate policies and procedures for the use of IT and security of data.  Be responsible for liaison with Citizens Advice IT services.  To develop and implement an IT strategy for the service across all its sites.  To continually identify improvements to the IT service to increase integration and delivery of services. Trustee board and other meetings  Arrange meetings, including management team meetings, staff meetings and meetings of the bureau trustee board.  Produce accurate financial accounts for presentation to the Trustee Board on a quarterly basis.  Attend meetings and take notes for minutes.  Circulate papers, agendas, minutes.  Attend appropriate internal and external meetings as agreed with the line manager or supervisor.  Ensure records are maintained and up to date at Companies House and the Charity Commission. Other duties and responsibilities  Work with other members of the management team to ensure management cover is always available in bureau.  Help to arrange events such as the annual general meeting.  Process Disclosure and Barring Service (DBS) checks, as required and maintain database for renewals.  Ensure internal and external information on the CAB website is kept up to date and that the service benefits from IT developments.  Any other relevant administrative and support duties required to ensure the smooth running of the bureau.  Ensure that work undertaken reflects and supports the Citizens Advice services equality and diversity strategy. Hyndburn Citizens Advice Bureau Administrative and Finance Manager Person Specification</p><p>1. A Proven ability of office management</p><p>2. NQNQF level 5 Professional Diploma to HND level</p><p>3. Good IT skills (MS Word, database, email and internet), in order to prepare correspondence, oversee database updates, use email and undertake research</p><p>4. Good analytical and research skills, in order to spot developments or trends, and assess their implications for the work of the charity </p><p>5. Experience of accurately typing letters, reports and figures and presenting work in a clear and well designed layout</p><p>6. Experience of financial management including budgetary controls and financial procedures</p><p>7. A high degree of numeracy and financial acumen, in order to understand budgets, forecasts and cash-flows, monitor income and expenditure, analyse financial data and undertake accurate costings</p><p>8. AAT Qualification at Level 2/3</p><p>9. Ability to work productively and to maintain effective working relationships in a team environment</p><p>10. Experience of strategic planning, compliance and risk management</p><p>11. Strong organisational skills, in order to plan a varied workload, deal with competing demands, respond flexibly to opportunities, and hit deadlines</p><p>12. Logical and thorough approach, to underpin the development of effective systems</p><p>13. Ability to work on own initiative with minimal supervision, use discretion and preserve confidentiality</p><p>14. Good inter-personal skills, able to work well with people at all levels, including staff, trustees, enquirers, customers, suppliers and visitors</p><p>15. Commitment to the Aims and Principles of the Citizens Advice Bureau</p><p>16. Committed to working within Citizens Advice Bureau’s Equal Opportunities and Anti- Racism Policies</p><p>17. Experience of managing staff and volunteers</p><p>18. Flexibility and willingness to work as part of a team</p><p>19. Willingness to participate in opportunities for professional self development </p>