Charity Finance Manager

Job overview

Our Charity Finance Manager provides specialist accounting expertise for our Torbay and South Devon NHS Charity. They are an integral part of our small Charity team, providing comprehensive financial and administrative support to ensure the continued allocation and investment of donated funds to our Charity.

Line management is through the Associate Director of Communications and Partnerships, however, the role will work closely with the finance team for professional development, support and guidance.

While working as part of a small professional Charity team and alongside finance colleagues from our Corporate Trustee, the post holder will be expected to work independently and autonomously, working within Trust guidelines and Charity Law to manage a selection of funds, allocated spending appropriate and conduct fiscal reviews where appropriate.

• Our charity finance manager will assist in the smooth day to day running of our Torbay and South Devon NHS Charity.
• The duties include the regular reporting of financial performance management information, leading in the annual financial planning and budget setting processes for our Charity, supporting the delivery of the Fundraising Strategy and our charity annual workplan, providing professional advice to fund managers and senior managers in the development of business cases for grant applications.
• Our charity finance manager will be required to make decisions within their own knowledge and understanding of financial reporting standards, charity law, national policies and professional standards, ensuring they remain up to date with regularly changing guidance. They will liaise closely with the Chair of the Charity Committee and ensure they are kept fully briefed and informed of relevant information.
• They will play a key role in ensuring the efficiency, effectiveness and integrity of our financial systems and processes and support the maximisation of income and cash recovery as well as productivity and cost efficiencies.
• They will support compliance with Charity Commission policy and procedures as well as compliance with our key NHS policies, procedures and standing financial instructions. They will be the relationship management with our Investment Fund Managers.

Working for our organisation

Why Work With Us

We have an ambitious five-year fundraising strategy and we are looking for someone who can help us achieve our vision.

This integral role within the charity team offers you an opportunity to be a part of a bigger picture, help deliver our fundraising strategy and work for a charity that makes a difference for patients, carers and staff at Torbay and South Devon NHS Foundation Trust as well as our people and our communities.

• Create effective relationships with your colleagues, collaborating and working jointly to deliver growth, excellent levels of service and financial education
• Work closely with the appointed accountants and auditor in maintaining records to meet legal and tax requirements
• Networking with other Charity Finance professionals to improve our Charity’s systems and practices
• Working with the Charity team to plan and oversee all the Charity’s income generation, including service contracts, fundraising and social businesses
• Engage with the NHS Charities Together and HFMA to understand upcoming legal changes and impact on Charity operations, delivering plans to remain compliant with the Law
• Present quarterly reports on Finance, Legal, Compliance, Risk and other Control matters to the Charity Committee. Present emergency reports to the Associate Director of Communications and Partnerships as and when needed to immediately highlight any gaps in funding and to determine suitable plans of action and/or mitigation
• Work with the Trust Finance team to ensure that the Charity is adhering to finance policies, procedures and processes, and implement any changes where appropriate
• Discuss complex financial queries with staff, suppliers and customers, including reasons for delays in payment and other sensitive issues
• Provide advice on complex financial and corporate issues to non-financial managers and negotiate with NHS and external organisations over costs and service issues

Key working relationships include:

• Chair of Charity Committee
• Associate Director of Communications and Partnerships
• Fundraising and Partnerships Manager
• Charity Accountant
• Senior colleagues in the finance team
• Communications and engagement team
• Members of the Charity Committee
• Investment fund managers
• Auditors
• Bank
• fund managers within our organisation
• fundraisers, donors, corporate sponsors
• third party suppliers.
• Work with the Associate Director of Communications and Partnerships to set the financial strategy for the charity ensuring congruence with the Trust organisational strategy and the Charity’s Fundraising Strategy
• Work with the charity team and fund managers to forecast income and expenditure
• Prepare the Charity’s annual budget working closely with the charity team and the Corporate Trustee’s finance department
• Prepare the end of year statutory accounts and the financial pages of the Charity’s annual report
• Ensure that audit recommendations are considered and responded to in a timely manner
• Support grant applications in preparation of business cases and monitor the performance and impact of grants
• Manage the Charity’s reporting and finances ensuring that effective and appropriate processes, controls, safeguards and financial risk management procedures are in place and being followed.
• Provide financial management reporting, grant reporting and reporting of KPIs to the Charity Committee, Corporate Trustee and Associate director of communications and partnerships
• Support the charity’s fundraising strategy, planning, service delivery and income generation, ensuring effective processes are in place for resource allocation, cost control and performance monitoring
• Oversee all gift aid reclaims
• Co-ordinate all audit, accounting and taxation services and provide advice to the Charity on statutory and financial reporting for audit/independent examination in line with SORP regulations
• Ensure that all audits, annual reports and returns to the Charity Commission are completed accurately and on time by working closely with the appointed auditors
• Work with the Charity Committee and Corporate Trustee finance team to ensure that the necessary accounting processes and reporting systems are in place

Ensure that regular reviews take place with the investment managers as directed by the Charity Committee

Creating positive relationships and treating all staff, volunteers and members of the public with dignity and respect, adhering to NHS values and the Charity’s fundraising principles and aims, adhering to equal opportunities and diversity statements and policies.

• Maintain a single source of fund reporting including fund number, balance, name, purpose, fund holder name, directorate, classification etc. and continually maintain for accuracy
• Produce monthly non-pay budget accounts and balance sheets
• Define and implement regular operational reporting from financial software to enable decision making and benchmarking performance with other NHS charities
• Manage and report on income types and ensure compliance with terms for legacies, grants and charity law
• Ensure that all income is received and all expenditure is properly authorised and paid
• Ensure that financial information is processed in accordance with Charity procedures and investigate highly complex enquiries
• Monitor Charity’s cash processes to minimise risk and ensure management within guidelines and Trust policy
• Prepare and produce work papers in accordance with statutory, NHS and Charity Commission requirements and assist in the finalisation of the annual report and statutory accounts
• Actively manage case flows and investments as well as legacies.
• Liaise with auditors and Trust staff to resolve all queries relating to work papers and investigation of issues arising from work papers
• Develop and renew contracts and service specifications, and monitoring and evaluating contracts
• Lead on procurement and overseeing any supply chains.
• Ensure that Charity staff are aware of and comply with the Trust’s Standing Orders, Standing Financial Instructions and codes of conduct

• To be responsible for ensuring the robust and effective running of financial systems and records to ensure the financial integrity of the Charity is maintained
• To support the effective use of Donofy
• Work with Charity Team on creating annual budgets, targets, spends and planning processes as agreed by the Charity Committee.
• Monitoring and controlling performance against budgets on a regular basis for all the Charity’s projects.
• Providing financial information for use by managers in planning and controlling the work of the Charity, including budgets and management accounts.
• Ensure that all data within the Charity is handled confidentially and with regard to the Data Protection Act, especially records relating to donors and fund advisors.

• Ongoing review of other NHS Charities for comparison of financial performance, in order to drive improvement in investment performance and reduce Charity operating costs etc.

• Assist or delegate for the Associate Director of Communications and Partnerships as required for any Charity information, finance and control matters, and participate in development of Charity strategies and objectives in respect to information and control requirements.
• Responsible for overall management and performance of Charity finance team.
• Lead the consolidation and reclassification of the 180 existing funds to ensure compliance with Charity Law and donor wishes, and provide a full reconciliation to the Charity Commission for approval.
• Establish and monitor the operational budget for the Charity, identifying and reporting on key performance indicators to ensure any required corrective action can be taken in a proactive and timely manner.
• Review, update and manage the Charity processes and templates (spend etc.) and deliver financial training to divisional leaders, fund holders and managers to ensure adherence across the Trust.
• Maintaining a professional and confidential approach to work at all times.
• Actively participating in regular supervision sessions and team meetings as requested.
• To be willing to attend appropriate training courses as agreed with Associate Director of Communications and Partnerships.
• Working outside normal office hours if required to do so to meet the needs of the service.

Carrying out other duties as requested by the Associate Director of Communications and Partnerships.

Person specification

Assessment

• A relevant accounting qualification eg AAT/ACCA/CIMA or equivalent with post qualification experience
• 5 x GCSE grade C or above or equivalent, including Mathematics and English Language
• At least two years’ experience as a Finance Manager or Senior Finance Officer
• Evidence of planning and organising tasks required to achieve a specific outcome within a specified timeframe, without direction from line manager and of supervising the work of junior staff, ensuring a high quality of output
• Experience of cost-centre financial management, preferably in the third sector
• Experience of setting up, reviewing, updating or managing financial systems and records
• Experience of developing sustainable financial strategies
• Experience of analysing, interpreting and presenting complex financial data and producing robust forecasts
• Experience of financial accounting, cashflow management, performing reconciliations, preparation of year end working papers
• Experience and understanding of production of annual statutory accounts including year-end investments reconciliation
• Experience and understanding of charity accounting and SORP
• Knowledge of the financial requirements of Companies House, the Charity Commission, Inland Revenue and other key financial agencies
• Experience and understanding of production of management accounts and financial reports and analysis
• Experience and understanding of budgets and projections
• Experience of monitoring investments and cash management in a non-profit environment
• Experience of managing the audit/independent examination process
• Experience and understanding of gift aid claims

• A-levels
• Relevant degree
• NHS accounting experience
• A proven track record in charity management and a good understanding of the environment in which charities operate
• Experience of using Donofy

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.

If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.

• We reserve the right to close vacancies early if we receive a high volume of applications. Please apply promptly
• Please read the job description and tailor your application to reflect the role
• Correspondence will be via Trac, text and email. Please check your email and Trac account regularly.
• Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band
• If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion
• It is your responsibility to assist us in the timely receipt of appropriate references

If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.