Finance Manager

Providing leadership, management support and supervision for, and working with, the finance team, to ensure tasks are completed accurately and deadlines met. Tasks will include:

• Providing support, supervision and training as required to all members of the finance team and the wider organisation.
• Ensuring that financial procedures are documented, in place, relevant and are being adhered to.
• Administering the monthly payroll process ensuring accurate data is provided to the payroll partner, staff are paid accurately, on time and are communicated with regarding any anomalies.
• Monitoring and evaluating financial information systems, processes and procedures and suggesting improvements where needed.

Lead on preparing and communicating financial reporting across the organisation with a focus on continual review and development to meet the needs of the organisation.

• Producing quarterly management accounts and tailored ad-hoc departmental reports comparing income and expenditure to budget figures for services and OPFS, providing insight and analysis as to financial performance on a year-to-date basis.
• Ensuring money is spent in line with the budget agreed and aims of original grant applications, analyse spend and flag anomalies in a timely manner to the budget holder.
• Producing financial claims for Funders in accordance with their timetables and the Project Managers, consolidating and providing the evidence required as per the conditions of grant.
• Providing quarterly management accounts and forecasts for the Board of Directors, including ad hoc analysis as required.
• Management and reporting on OPFS bank accounts, investments and credit cards as required.
• Filing of reports with HMRC and other statutory bodies.
• Regularly evaluating financial processes and controls, with a view to identifying and implementing process improvements and efficiencies.
• Overseeing all financial transaction processing, ensuring that robust controls are in operation and monthly bank and other balance sheet reconciliations are completed on a timely basis.

Work with the Chief Executive and Senior Team in preparing, monitoring, and providing ongoing review of the annual budget. These responsibilities will include:

• Producing the draft annual budget, prepared with input from budget holders, before the start of the new financial year for discussion with the CEO, Senior Team, to be agreed as scheduled by the finance subgroup and the Board of Directors.
• Producing reforecast versions of the budget, where required, throughout the financial year.
• Liaising with the CEO, Senior Team and Board of Directors to discuss and build in planned use of reserves, as appropriate, in line with the organisation’s financial strategy and business plan.
• Working with OPFS Business Development Team to ensure that any new income secured is appropriately assessed in terms of financial accounting in line with current guidance.
• Working with other staff on generating budgets for funding proposals and contract bids.

Maintain regular communication and financial reporting to the senior team and board to provide accurate financial information that contributes to ensuring the organisational direction is in line with the aims, vision, and mission.

• Preparing written and verbal briefings for the Board and finance sub group on specific areas of responsibility.
• Working with Board members individually and collectively to increase knowledge of finance functions and reports.

Responsible for working with budget holders across the organisation to provide information to support planning and informed decision making through:

• Meeting regularly and having frequent communication with all budget holders to discuss the financial reports of their services, ensuring that timely, accurate information is available to them, anomalies are raised, required changes are made and there is a shared understanding of all reports produced.
• Working with OPFS Business Development and managers to ensure that any new income secured is appropriately assessed in terms of financial accounting in line with current guidance.
• Ensuring, through working with individual budget holders, that all financial reporting obligations attached to grant funding are met within the timeframes required.

Communicate with the appointed auditor to arrange the annual audit timing and process to ensure statutory accounts are complete and available on schedule.

• Reviewing the contract with external auditors as required including preparation of a letter of engagement if required prior to the commencement of the audit process.
• Preparing and presenting the financial statements in accordance with an applicable financial reporting framework, including the design, implementation, and maintenance of internal controls relevant to the preparation and presentation of financial statements that are free from material misstatements, whether from error or fraud.
• Liaising with the external auditor during audit fieldwork to provide the auditor with all records, documentation and other matters relevant to the preparation and presentation of the financial statements; any additional information the auditor may request from management; unrestricted access to those within the organisation if the auditor determines it necessary to obtain audit evidence objectivity.
• Presenting the audited accounts to the finance subgroup and board of OPFS for approval and signing.
• Ensuring that any control recommendations made by the auditors, which are accepted by management, are implemented swiftly and effectively.

Essential skills & experience

• Accountancy qualification (CA, ACCA, CIMA or equivalent) or qualified by experience.
• Minimum of 3 years’ relevant experience.
• Experience of budgeting, and forecasting.
• Experience of voluntary sector finance including multiple funding streams.
• Excellent IT skills e.g. Microsoft 365 and accounting software.
• Previous experience of payroll or wages functions.
• Excellent communication and interpersonal skills.
• Ability to work on own initiative.
• Able to travel throughout Scotland to OPFS’ local services.
• Commitment to supporting and promoting the values, mission and aims of the organisation and respecting equality of opportunity and non-discriminatory practice.

Desirable

• Previous experience of completing finance input for third sector grant applications and funder reports.
• Experience of developing and delivering finance training for staff tailored to specific previous knowledge and topics required.
• Negotiations with third sector funders.

• Confirmation of Appointment: Confirmation of appointment is subject to satisfactory completion of a 3-month probationary period, two references and a PVG check.
• Scale Points 25-29 (£38,826 – £47,454) (subject to salary review).
• Hours of work: 35 hours per week, worked flexibly to meet the needs of the service.
• Holidays: Annual leave entitlement is 25 days and 12 Public holidays (pro rata)
• Pension: You will be auto enrolled in our pension scheme with a 3% contribution from you and 7% contribution from OPFS.
• Training and support and supervision: You will receive induction training and frequent support in the first three months. Thereafter you will receive monthly individual support and supervision and annual appraisals. Regular team meetings will be held, and staff have access to internal and external training.