Finance Officer

5 months ago

London, United Kingdom Stay Safe East Full time

**Stay Safe East**

**Finance Officer**

**EMPLOYED BY**:Stay Safe East

**RESPONSIBLE TO**: Operations Manager

**RESPONSIBLE FOR**:Working in liaison with our freelance bookkeeper

**Based at **90 Crownfield Road, London E15 2BG (Hybrid working)

**Aims of the Post**

The Finance Manager oversees Stay Safe East’s financial operations under the direction of the Operations Manager including:

- Finance support to the CEO, Management Team, staff and Board
- Day-to-day financial management and forward planning
- Finance reports to and liaison with funders (shared with CEO)
- Fundraising and income generation strategy
- Ensuring all financial reports are produced in line with Charity Law (shared with CEO)

**Ethos**
- To work to the social model of disability and to implement Stay Safe East’s Equality and Diversity Policy, ensure a non-discriminatory approach to this role and work within the ethos of the organisation
- To work in the best interests of Stay Safe East, its staff, Board and clients and in line within its ethos and values
- To exercise probity and honesty in all matters

**Key Tasks**

**Day to day financial management**
- Take direct responsibility for day-to-day management of Stay Safe East’s finances:

- Liaise with the bookkeeper to ensure that:

- **all income and expenditure are recorded in Quickbooks**:

- that expenditure is accurately allocated to each funding or income stream (using Excel at present)
- that monthly reconciliations are carried out
- that accurate quarterly management accounts and cash flows are produced
- that payment of salaries, invoices, staff expenses claims and other payments including HMRC and insurance is made in a timely fashion
- Produce a monthly salary sheet and liaise with our payroll service to ensure effective processing of payroll and pension payments.
- Monitor expenditure against budgets
- Bank cash and cheque income
- Manage petty cash if needed
- Monitor PayPal and Access to Work expenditure and ensure that direct debits are kept up to date
- Ensure that all orders are submitted in a timely fashion and recorded (the administrator handles all orders for supplies and equipment and ensures supplies are up to date)
- Ensure that emergency subsistence payments to clients are processed promptly
- Any other relevant financial tasks
- Keep the CEO and Operations Manager updated of financial matters on a monthly basis, via a short report or meeting

**Budgets, funding and fundraising**
- Working with the CEO and management team, produce the Stay Safe East annual budget in a timely manner and update it at mid
- year or if major changes occur
- Work with the CEO and management team to develop a fundraising and income generation strategy (including sustainable funding from trusts, statutory sources, and income generation from consultancy, training, donations and legacies)
- Produce and update budgets for each project and for funding bids; monitor expenditure and ensure that expenditure conforms to terms set by funders
- Produce and ensure the timely and sometimes short notice submission of quarterly financial returns to funders, and of financial and other information for funding bids and contracts
- Assist the CEO in the preparation of funding and contract bids

**Banking and contracts**
- Manage banking systems, including communication with the bank and maintaining appropriate signatories.
- Provide financial support for contracts relating to external suppliers including IT and telephone support systems, premises, research consultants, external trainers, etc.

**Financial procedures and ethics**
- Work with the Operations Manager to review and update financial procedures and systems to ensure compliance and effectiveness
- Explain basic financial procedures to staff and volunteers (claiming expenses, petty cash, how salaries are calculated etc) in a way that is accessible to them (service managers will assist with claims); explain financial information to Managers and the Board
- Work with the Operations Manager to ensure value for money and ethical purchasing in line with our policies and values
- Report immediately any discrepancies, concerns or suspected fraud to the Operations Manager and the CEO

**Audit and Governance**
- Using the information supplied by our bookkeeper, produce timely and accessible financial reports for the Board and CEO (and when requested the Management Team) and respond to any queries or requests for clarification
- At year end, ensure that all necessary information is produced for audit or independent examination of accounts
- Working with the Operations Manager, produce the necessary financial information for the timely submission of Stay Safe East’s Annual Returns to the Charity Commission in compliance with the law
- Ensure that Stay Safe East’s financial procedures conform to Charity Law and the requirements of the Charity Commission

**Other duties**
- Keep accurate records of work done
- Attend supervision and annual re

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