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JOB DESCRIPTION

JOB TITLE: Finance Manager – VICTORIA COLLEGE DEPARTMENT: CYPES REPORTS TO: Bursar DATE: 1/11/23 BAND: Grade 8 – Term time plus 10 days

JOB PURPOSE

To plan and manage the school budget on a day to day basis, advising and supporting the Bursar to ensure effective and efficient use of funds to support the long term strategic plan of Victoria College. To monitor expenditure, employment and activity against the budget, interpreting and reporting on variances. To manage and audit the quality assurance aspect of all financial processes, ensuring compliance with States of Jersey Financial Directions and that value for money is achieved at all times. To provide advice and support to the Bursar, Headmaster and Board of Governors on all financial matters and provide up to date financial analysis and reports as required.

PRINCIPAL ACCOUNTABILITIES

Budget and Planning

1. Develop and recommend detailed annual revenue budgets, taking into account projected income and expenditure, and provide advice on budget allocation to the Bursar for inclusion in the strategic budget plans.

2. Manage the day-to-day running of the Victoria College financial processes ensuring effective and cost efficient co-ordination and delivery of all operational functions, providing information, advice and support to the Bursar and Headmaster.

3. Prepare detailed financial reports and performance information in relation to the Delegated School Budget, School Funds and any other Scholarships and Funds pertinent to Victoria College.

4. Monitor, control and reconcile the School Fund, covering all income and expenditure for school

activities, including trips and fundraising using an appropriate computerised accounting package, and ensure that these funds are audited on an annual basis.

5. Provide advice and support to Budget Holders to enable them to manage their areas within agreed budgets. Provide training in financial management and use of systems as required.

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6. Manage the collection process for all income for both Victoria College and Prep, including school

fees, ensuring all monies are collected as required. Follow the formal protocol for debtors and, if necessary, take appropriate action for the recovery of any debt in liaison with the College Bursar.

7. Liaise with the Bursar, Head of Marketing and the Site Manager to ensure that invoices relating to the external use of school premises are raised as appropriate. Ensure all payments are received in advance of the proposed use and all costs are recorded accurately.

8. Manage the financial aspects of all travel bookings for staff and students both on and off island, including the income collection for all school trips and activities. Check and approve all cost projections for school trips ensuring that all trips have a realistic budget and costs are kept within the approved budget.

9. Ensure pay and conditions of service agreements are applied correctly when new contracts are drawn up and all staff related salary recharges are claimed and received. Investigate and resolve any discrepancies.

10. Ensure all appropriate insurance is in place and (in liaison with the School Business Manager) ensure the school asset register is maintained for insurance purposes. Pursue any insurance claims as appropriate and resolve any insurance queries.

Audit and Quality Assurance

11. Establish a benchmarking system and audit process to ensure the most effective use of financial

resources.

12. Advise and support the Bursar through monitoring and analysis of annual budget, including the comparison of actual income and expenditure against budget, analysis of any variances and an action plan to address any budget variances that may have arisen.

13. Establish controls to ensure compliance with States of Jersey Financial Directions, advising and supporting budget holders in this area.

14. In conjunction with the Bursar, liaise with both external and internal auditors, managing the preparation of all pertinent accounts for audit as required.

15. Manage the reconciliation of all financial information including suspense accounts, bank accounts, travel advances, bursary funds and any other funds pertinent to Victoria College.

16. Oversee all contractual arrangements and service level agreements with external suppliers ensuring value for money, quality assurance and defined standards are met.

Staffing

17. Deputise for the Bursar on financial matters as appropriate.

18. Manage the work of the Finance Team.

WORKING RELATIONSHIPS The post holder will be a key member of the Finance Team at Victoria College and will work closely with the Bursar, the Finance Assistants and all budget holders.

The post holder will lead the work of the Finance Assistants to ensure the provision of an efficient and effective financial process within Victoria College whilst ensuring that States of Jersey Financial Directions are complied with and that the appropriate segregation of duties is in place within the Finance Team.

The post holder will develop strong working relationships with the Senior Leadership Team, budget holders and colleagues within other States Departments. There will be regular contact with Suppliers, Parents and Students.

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An ideal candidate for this post will be:

• be an open-minded team player;

• have the ability to prioritise work as necessary;

• be a level-headed and self-motivated, practical individual, who is able to work under own direction;

• have the ability to work to tight deadlines;

• be capable, hard-working and determined;

• have a good working ethos, to work collaboratively and openly with the team;

• have a positive approach to young people and the College community;

• be able to remain calm when under pressure and be diplomatic; and

• be committed to safeguarding and promoting the welfare of children and young people.

CONTEXT The Finance Manager will be responsible for the day-to-day management of the finance processes at Victoria College. The post holder will:

• Support the Bursar and provide essential financial reporting and information for the Bursar and the Headmaster

• Ensure all financial processes are effectively and efficiently carried out

• Monitor performance against budget (finance, manpower and activity), identifying and interpreting variances

• Prepare the financial aspects of business cases and financial projections

• Seek ways of reducing operational costs through procurement and more efficient operation

• Work directly with budget holders providing training, advice and support as required

• Ensure compliance with school policies and States of Jersey Financial Directions DIMENSIONS Financial £8,000,000 budget £ 500,000 turnover in annual school funds £ 30,000 turnover in lettings Staffing 3 Finance Assistants

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ORGANISATION CHART

PERSON SPECIFICATION

ATTRIBUTES ESSENTIAL DESIRABLE

Qualifications Please state the level of education and professional qualifications and / or specific occupational training required.

• A professional finance qualification, Certified Accounting Technican or equivalent.

• Be educated to A-level standard or equivalent.

Knowledge This relates to the level and breadth of practical knowledge required to do the job (e.g. the understanding of a defined system, practice, method or procedure).

• Knowledge of SoJ or comparable organisation and its strategy, functions and policy developments.

• Knowledge and experience of international Financial Reporting Standards, the Public Finances (Jersey) Law 2005 and Financial Directions and the ability to apply these to the production of statutory and management accounts.

Technical / Work-based Skills This relates to the skills specific to the job, e.g. language fluency, vehicle license etc.

• Proficiency in the use of various financial software packages and experience in the development of spreadsheets and models, combined with the ability to present statistical information.

• Familiarity with JD Edwards, Supply Jersey and QuickBooks financial software used by the College.

General Skills/Attributes This relates to more general characteristics required to do the job

• Excellent oral and written communication skills and the confidence to deal with

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effectively, e.g., effective written communication skills, ability to delegate, motivation or commitment etc.

stakeholders at all levels.

• Ability to think and act independently whilst working to strict deadlines.

• Ability to manage others productively.

Experience This is the proven record of experience and achievement in a field, profession or specialism. This could include a minimum period of experience in a defined area of work (take care to ensure period stated is appropriate and not unnecessarily excessive – e.g. 3 years post- qualification experience).

• A minimum of 5 years’ experience working in a relevant professional environment at a supervisory level and with practical experience of managing finances.

• Experience of managing people, inspiring confidence within the team and ensuring work schedules are met.

• Experience in analysing financial information and preparing detailed reports.

GENERAL RESPONSIBILITIES These are standard to all States of Jersey Job Descriptions:

• To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work (Jersey) Law, 1989;

• To work in accordance with the Data Protection (Jersey) Law;

• To undertake such other duties as may be reasonably expected.

Individual Name: Individual Signature: Date of Signature:

Line Manager Name: Line Manager Signature: Date of Signature: Chief Officer: Chief Officer Signature: Date of Signature: