***THIS JOB VACANCY HAS NOW CLOSED***
Location: Sir Oswald Stoll Mansions, 446 Fulham Road, London SW6 1DT. (Full time – hybrid and flexible working by arrangement).
Responsible to: Financial Controller
Direct Reports: Expenditure Officer & Income Officer
Salary: £38,167 – £42,698 per annum
Role purpose:
- Oversee accounting records and transactions within the general ledger, reviewing documents for accuracy and regulatory compliance, ensuring error-free information for the charity’s decision-making.
- Responsible for ensuring effective procedures, controls and policies are in place, whilst uncovering inefficiencies and then improving and/or creating new coding structures within the general ledger.
- Provide accounting services, including reviewing journal entries for accuracy, maintaining and controlling physical records, and analysing and reconciling general ledger accounts
- Participating in strategic planning and forecasting activities to help the charity prepare for future growth opportunities or challenges.
Key Responsibilities
- Manage Accounts Payable and Receivable
- Prepare the first draft monthly Management Accounts for review.
- Maintain the Fixed Asset Register, posting depreciation, amortisation, additions and disposals
- Update the rolling 5-year cash forecast
- Prepare quarterly charity VAT returns for review.
- Assist with annual budgeting and forecasting.
- Manage all projects and cost centres on the accounting system.
- Set up budget trackers on the accounting system and ensure sales and supplier invoices are allocated correctly.
- Identifying inefficiencies, working with your manager to correct these.
- In collaboration with Human Resources, ensure accurate monthly payroll information is presented to the outsourced payroll provider in a timely manner.
- Help with preparing the year end statutory accounts.
- Support various cross-departmental projects.
Receivables:
- Manage Accounts Receivable (AR) and ensure correct allocation to nominal codes, cost centres and projects. (max. ten sales invoices per annum).
- With your team (the bulk of the charity’s income is rent collection):
- In collaboration with the Housing teams, devise, establish, and maintain systems suitable for rent collection and rent accounting.
- Process rent transactions and charges, ensuring rent account transactions data is accurate and available on tenant’s accounts in a timely manner.
- Accurately reconcile the rent ledger control accounts, credit cards and prepayment cards to the bank.
- Credit control – predominantly rent arrears work with the Income Officer.
- In collaboration with the Fundraising team, reconcile income from all fundraising portals
Payables:
- Manage Accounts Payable (AP) and ensure correct allocation to nominal codes, cost centres and projects.
- With your team:
- matching, batching, and coding invoices with a solid understanding of double entry bookkeeping.
- Reviewing and allocating Accounts Payable (AP) invoices for approval (if no PO found).
- Manage aged creditors & set up Bankline bulk payments.
- Maintain and reconcile petty cash, charity collection buckets and prepayment cards
- Liaising with suppliers to ensure that current credit account balances and statements are kept up to date.
- Ensure procurement rules are followed.
Treasury Administration:
- Direct cash management operations to include daily administration of inputting rents to tenant accounts, management of bank accounts and account-management relationships. Monitor and reconcile cash transactions to ensure bank account balances and unusual items are investigated and work with your line manager to accurately forecast future cash flows.
- Produce a weekly Working Capital report and inform your line manager of any issues, namely, covenant exceptions and liquidity levels so the charity is able to meet its financial obligations.
- Maintain the “Borrowings register”, scheduling short and long term liabilities; perform monthly financial calculations such as amounts due, interest charges, balances and principal.
- Work out Covenants and ensure these are maintained.
- Ensure the latest Scheme of Delegation is with each financial institution with which Stoll is involved.
- Ensure that Stoll’s banking protocols are being followed by ensuring that sufficient funds are available to meet ongoing operational payments.
Salaries & Pensions:
- Work with Human Resources (HR) to ensure the processing of Stoll’s payroll and pensions by the outsourced provider, is delivered in an accurate manner within appropriate timeframes and complies with relevant legislation.
Component Accounting / Fixed Assets:
- Maintain property and grant registers, ensuring data accuracy in property systems, providing the correct depreciation or amortisation.
- Work with the housing data administrator to ensure the components within tenants’ units, reconcile to the asset in the general ledger.
- Handle accounting tasks for land, buildings, furniture, equipment and leases, processing property sales transactions with recording cost and grant transactions, reconciling financial ledgers, and ensuring timely payments to contractors.
- Post journals to the correct codes in the financial statements and capture and record in the register relevant supplier invoices with assets, (as they appear in the accounting system), as proof of purchase.
Financial reporting:
- Assist your line manager with the preparation of Value for Money (VfM) metrics and Key Performance Indicators (KPIs) for the senior management team, committees and regulatory reporting.
- Assist with the preparation of Statutory reports as necessary during the annual audit and respond to any queries that the auditors may have.
- Assist your line manager with the Annual Budget preparation of the Master budget.
Reconciliations:
- Ensure key ledger account reconciliations in the Balance Sheet are carried out on a monthly basis including resolving or escalation of queries.
Financial management and control:
- Support your line manager with the provision of timely financial information for the effective and efficient management of the business.
Working in a team and with others
- Contribute positively to working in the team and across Stoll to deliver quality services
- Support the team to develop and maintain accurate records and to provide timely information for the effective and efficient management of the business
- Maximise own personal development by positively contributing to induction, supervision, training, appraisal and team meetings.
- Act in a professional manner while on duty and when representing Stoll.
Record keeping and data management
- Maintain accurate records to support effective business management.
- The post holder is responsible for producing accurate work including spreadsheets, reports and other information essential to Stoll’s needs and will regularly be dealing with information that is confidential or sensitive. Confidentiality of records and information relating to tenants, donors and staff in accordance with Stoll’s Data Protection and Confidentiality Policies must be maintained.
Quality and regulatory compliance
- Understand the legal and statutory framework in which Stoll provides housing and support to tenants and residents.
- Continuously look to improve the quality of services.
- The post holder will be expected to suggest and assist with improvements to existing systems
Health and Safety
- Work in accordance with Stoll’s policy and legislative requirements for health and safety and report any accidents or potential accidents and near misses.
Equality and diversity
- Manage and maintain services in accordance with the principles and practice of equality and diversity, taking account of individual needs and requirements
Other
- Provide cover for colleagues to ensure a continuous, responsive service.
- Undertake other duties as may be required from time to time in keeping with the responsibility of the post, as required by your line manager or team director.
Apply via CV sent to jobs@stoll.org.uk by 2October 2024
