Details

Job title: Finance Manager
Reporting to: Head of Operations
Location: Remote (based in England & Wales with occasional travel for biannual team days and biannual departmental team meetings in various locations)
Contract: Permanent
Start date: As soon as possible
Hours of work: 2 days per week (14 hours). Required Monday mornings due to weekly team meeting, other hours can be spread throughout the week.
Salary: £28,665 – £30,865 pro rata (£11,466 – £12,346 actual)

Job description

Overall purpose

The purpose of the Finance Manager role is to oversee, process and manage all Kids Matter financial transactions, maintaining accurate and up-to-date records on our accountancy system (Xero), whilst ensuring financial governance requirements are met in line with HMRC and Charity Commission recommendations.

Key responsibilities

General financial management

• Oversee day-to-day finance functions, ensuring all bank accounts and transactions are reconciled and coded correctly on Xero at month end (locking Xero as appropriate).
• Process all bills and expenses, inputting into Xero, and paying in a timely fashion in accordance with approval procedures.
• Generate invoices as required, inputting into Xero, and chasing outstanding payments.
• Manage the finance email mailbox, dealing with queries in a timely and professional manner.
• In line with Kids Matter’s financial policies and processes, ensure best practice is carried out in all finance matters, maintaining accurate and transparent records.

Payroll

• Prepare and post monthly manual journals.
• Process payroll changes, liaising with our external payroll provider on a monthly basis to ensure monthly salary payments are accurate and timely.
• Process and set up new starter accounts with our external payroll provider, collaborating with HR to ensure new salaries are correct and other benefits (e.g. pension) are in place.

Income & fundraising

• Ensure all income is accurately processed and recorded on Xero and our CRM system (Beacon).
• Ensure restricted income is accurately recorded and highlighted through the management accounts.
• Manage Gift Aid processes, including submitting and recording claims.
• Communicate with the Fundraising Team as required, including notifying of ‘donation alerts’ when new gifts are received and providing donation receipts.

Financial reports & budgets

• Support the Head of Operations in the planning and production of accurate annual budgets.
• Support the Head of Operations in the creation of the monthly management accounts.
• Support the Head of Operations in reviewing Chart of Account lines and tracking categories for most effective recording.
• Prepare financial reports as required for the Senior Leadership Team and Trustee Board.
• Prepare documents for yearly audit and liaise with auditors as required to ensure timely production and submission of Charity Commission annual accounts.
• Generate ad hoc reports from Xero as requested and interpret as required.

Banking & payment processors

• Liaise with our banking providers as required.
• Support with the management of bank mandates.
• Manage payment processor accounts (e.g. JustGiving, PayPal, GoCardless etc).
• Process any cheque and cash donations

Staff expenses

• Oversee and manage our expenses system (Volopa), maintaining credit levels and topping up individual expense cards as required.
• Assist the staff team and trustees with any expense queries.

Wider team involvement

• Contribute towards staff prayers and, on occasion, lead ‘Thought for the Day’.
• Provide additional support to other teams when appropriate.
• Engage with team-wide meetings and trainings.