Finance and Resources Director (3VA)

Job introduction

Salary: £42,614 NJC Spinal point 36
Contract type: Permanent
Working pattern: Full-time

Closing date: Friday 24 March 2023
Interview date: To be notified

How to apply: 

Please send your CV to hr@3va.org.uk or write to us for further information.

QuickBooks and AAT Level 4 or equivalent are essential

About the role

Location:  Home-based / Newhaven Enterprise Centre / hybrid working

Holidays: 26 days progressing to 31 with length of service plus Bank Holidays

Pension: 3VA will match contributions of up to 6% of annual salary Nest pension scheme.

3VA operates a Workplace Savings Scheme with Wave Community Bank

The post-holder is a key member of the Senior Management Team, working closely with the Chief Executive, Community Development Manager, and Business Insights and Membership Manager.  You will have a positive working relationship with 3VA’s Treasurer and members of the Finance and Performance Committee.

We enjoy positive working relationships with a range of partners including local authority, district and borough funders, grant giving organisations and companion organisations in the voluntary and community sector.  These relationships are a key part of the post-holder’s successful delivery of stable funding and financial assurance to the organisation.  You will have understanding of recurring funding grants; restricted funds; disbursement funds; designated reserves, free reserves, legacy reserves and will be able to manage and plan 3VA’s financial strategy accordingly.

Effective business and financial forecasting has been the key to our positive financial position and the post-holder will continue to develop effective financial processes across the organisation which will give 3VA additional efficiency and security.

Purpose

With a flexible, innovative approach together with a willingness to respond to challenges and opportunities and working alone or as part of a team, you will deliver effective and efficient financial management and support by undertaking a range of activities including:

Indicative tasks

1  Planning and Strategy

Working with the Chief Executive and other stakeholders to develop financial plans, budgets and expenditure proposals that align to operational plans for consideration and approval by SMT, Finance and Performance Committee, 3VA Board.  Outputs include

•  Preparing the Annual forward budget, working closely with SMT and Treasurer

•  Gaining SMT agreement on bids, grants, funding opportunities

•  Horizon scanning and opportunity searching for business and service development

•  Working with the Business Insights and Membership Manager in maintaining Standard Operating Procedures and associated administration

•  Working with the Community Development Manager to develop effective costing and affordability processes

•  Financial problem-solving and project management for SMT in all finance-related matters

2  Reporting

Providing timely and accurate in-year financial management reports, forecasts, and written reports to stakeholders and through discussion identify corrective or mitigating actions required. Support for monthly SMT, Finance and Performance Committee and quarterly Board meetings includes:

Quarterly

•  Management Accounts, Budget review and forecast

•  Designated funds, restricted funds review and forecast

•  Reserves review

Monthly

•  Budget update

•  Unrestricted, restricted, designated funds update

3  Operations

Identifying and proposing best practice opportunities to improve 3VA’s effectiveness and efficiency and to ensure sustainability and viability.

Supporting the development of the application of the internal control environment, financial policies and procedures, and management of financial risk at an operational level.  Outputs include:

•  Accurate account management through the use of QuickBooks and ApprovalMax, ensuring a clear audit trail

•  Maintaining the Quickbooks accounting system by entering all financial data swiftly and accurately

•  Using ApprovalMax to ensure processing of invoices and payments by due dates

•  Reconciling the current bank account ensuring reconciliation with the Trial Balance. Reconciling company credit cards, investigating and correcting any discrepancies

•  Paying staff expenses accurately and promptly

•  Overseeing annual Revenue and Customs returns for company expenses

•  Working closely with 3VA’s payroll provider Knill James to ensure that team members are paid accurately and on time and that pension contributions are made by the appropriate deadline

4 Training

Contributing to a learning and development-oriented culture within 3VA by providing training and review to devolved budget holders and managers, and Trustees.

5  Audit and Governance

Support the production of internal and external statutory reports, ensuring compliance with legal and charity law and manage the annual financial audit by working closely with 3VA’s auditors.  Outputs include:

• Companies House: Complete and submit Annual Return; Register new Trustees; Register Trustee resignations

• Charity Commission: Complete and submit Annual Return

• Quarterly Board meetings: take action minutes and produce draft and final documents

•  AGM: support SMT in delivering a successful AGM

•  Finance and Performance Committee: produce agendas, manage papers and take action minutes

6  Asset Management

Maintain 3VA’s asset inventory (largely IT) liaising with suppliers to ensure best value for money in hardware, software and other services. Manage investment and depreciation and plan for upcoming projects.

Please send your CV to hr@3va.org.uk or write to us for further information.

QuickBooks and AAT Level 4 or equivalent are essential

Closing date 5pm 24 March 2023

Additional information

Your starting salary will be pro rata if the above position is part-time or term-time only.