Finance Officer Position

General Federation of Trade Unions Job Description Finance Officer

Accountable to:

Ultimate accountability is to the General Secretary on behalf of the GFTU Executive Committee through the Head of Finance

Responsible For:

The production of accurate and timely multiple management accounts for the Finance Department as required, but in the first instance focussing on the provision of full financial assistance to the hotel side of the operations and the production of management accounts for the GFTU and GFTU Educational Trust. The preparation of VAT returns, tax returns, annual returns, year-end documentation, P11d, P60s, financial reports, P&L accounts and BS, documents submission and filing, management accounts and year end accounts as per statutory regulations. Ensuring accurate data entry and statistical reporting in a timely manner. Meeting the needs and requirements per each organisation, liaising with service users and clients and to assist the Head of Finance in general financial matters as required. To provide a high quality service to individual organisations and to contribute to the long term development of the finance function. To ensure a consistently high level of customer care is provided to all clients who use the accountancy services and committees within the organisation. To assist in all aspects of the work undertaken by the Finance Department as directed by the Head of Finance. 1. Preparing financial reports P&L accounts, balance sheet, and management accounts with KPIs, commentaries, statistical reports and statements to meet all deadlines. Interpreting the results, and providing written reports of data analyses. Preparing VAT returns, tax returns, annual returns, tax-year documentation and reconciliation. Submission and filing to HMRC, Companies House, Charity Commission and relevant authority. 3. Assisting year end statutory accounts, reconciling all profit and loss and balance sheet items. Preparing supportive schedules and providing document and evidence for the file. 2. Main Objectives: Key areas of work:

4.

Liaising between the clients and the organisaton.

5. Monitoring the incomes and expenditures. Providing reports and analysis on performance.

6.

Assisting the Head of Finance in developing procedures.

7. Maintaining regular reporting, both verbal and written, to the Head of Finance as well as attending meetings.

8. Ensuring manual and computerised records are accurately maintained and updated regularly.

9. Ensuring procedures are followed. Explaining and reinforcing the procedures to users.

10. Working collaboratively and in a supportive manner within the team, to ensure that the overall aims and objectives are achieved. 11. Maintaining absolute discretion and maturity in handling sensitive/confidential data in line with data protection.

Other

· To attend and participate in meetings, to work within a team culture providing support and encouragement to all team members regardless of job role.

· To develop positive and professional relationships with all team members.

· To attend training, participate in supervision and appraisal processes and quality assurance of own work. · To maintain high standards of health, safety, hygiene and secure working environment within agreed Health & Safety policies and procedures. To take reasonable care for the health and safety of yourself and that of others.

· To attend occasional meetings and events outside normal working hours or normal place of work.

This job description outlines the main functions and responsibilities of the post. The post holder may be required to undertake additional or alternative duties as required, commensurate with the level of the job at the request of the Head of Finance.

The post holder is required to carry out their duties in accordance with equal opportunities policies.

This job description is subject to periodic review and there is a mutual responsibility from the manager and the post-holder to discuss proposed amendments in supervision meetings.

3 rd December 2018

Finance Officer Post.

Background to post.

The post will be based at the GFTU Headquarters on the site also occupied by Quorn Grange Hotel which is owned by our Educational Trust. You can view the lovely site at www.quorngrangehotel.co.uk. We are expanding the buildings in 2018 with ten new houses and 25 new hotel bedrooms and a new GFTU Office. There could be a short temporary period of working from some modern temporary office units during the building works. After that we will move the GFTU Operations into new offices in January 2019. The GFTU is also extending its services to affiliated unions and recruiting new affiliates actively. It is an exciting time of growth. Overall there is in excess of £18m per annum under the management of the GFTU which is led by its General Secretary reporting to an Executive Committee. The post is pensionable with a sliding scale of contribution options into our own DC scheme. The post is full time, 37 hours a week with TOIL arrangements. A full staff handbook will be issued on appointment and every effort will be made to support you in post. The post is subject to the satisfactory completion of a six month probationary period during which there will be full induction and thereafter regular supervision. The GFTU celebrates its 120 th year in 2019. It has an important history which can be viewed partly on the GFTU’s own website but also on the website of the Bishopsgate Institute. Our role in a nutshell is to support trade unions in a variety of ways particularly by providing education and increasing through a range of other services that you will see detailed in the document Win:Win on our website. Part of these services is to offer full accounting, pay roll and audit services to unions. We are developing this successfully with three existing clients and a new one coming on board we hope shortly. The full time post will focus on supporting the financial operations of the busy hotel and the production of management accounts for the GFTU and Educational Trust. Trade Union Finances are monitored by the Certification Officer and controlled by the Trade Union and Labour Relations (Consolidated) Act 1992. Our staff team at the GFTU has twelve members, so good team working is important and there are several governing bodies who the staff team are answerable to. There are 60 or so staff at our hotel. Our governing bodies are composed of experienced and committed people from the trade unions, business and academia. A high level of transparent and clear, accurate financial reporting is required. The full time senior post-holder will work particularly closely with the Head of Finance and Senior Finance Officer and Hotel General Manager. The post has been vacated by a colleague successfully achieving a new post closer to home. There is free parking for staff at Quorn, and discounts on hotel services and the gym is free.

The GFTU is a value based organisation supporting working people in a wide variety of occupations from education psychology to football, shipping and transport management to steel works. We believe in dignity, respect, equality of treatment at work, a full employment economy, thriving public services and utilities. We believe that a strong trade union movement is key to ensuring these objectives and trade unions in our view are the most important source of democracy and social justice.

Naturally we would hope that all of our staff team share our values.

Finance Officer

Person Specification

Essential

Desirable

Knowledge and Experience

Qualified Accounting Technican(AAT, CAT)

Worked at accountancy firms, with experience of management accounts, final accounts preparation and auditing.

Preparation of statutory and management accounts, VAT returns

FRS102

Charity accounting and SORP requirements

Use of accounting and IT software such as SAGE/ACT/ MS Office

Knowledge of running payroll

Evidence of continuous professional development

Awareness of the work of the Trade Unions

Good IT skills

Very efficient, ability to meet tight deadlines Able to communicate at all levels of the organisation and explain financial information to non- financial users Good communication skills both verbal and written.

Communication and Relationships

Experience of working with a trustee body and board of directors Good customer service skills with the ability to build appropriate professional, friendly and accessible relationships with people who use the service

Problem Solving

Evidence of ability to solve problems Experience of processing transactions for multiple organisations, for related or unrelated groups.

Financial & Physical Resources Responsibility

Good knowledge of Sage50, ACT, CRM system, WebExps, and RPA software.

Experience of use of Microsoft Office package and good in Excel Excellent attention to detail with the ability to actively seek and find solutions to problems; Ability to investigate enquiries and respond in timely manner.

Responsibility for Information

Experience of handling sensitive data, and data protection requirement.

Working Conditions

To be prepared to work, on occasions, weekends and evenings to meet business priorities. Also to attend the

organisation’s functions and events that take place throughout the UK

Application form: part 1

Position being applied for:

Workplace: GFTU Office, The Lodge, 84 Wood Lane, Quorn. Loughborough, Leicestershire LE12 8DB

84 Wood Lane, Quorn, Loughborough, Leicestershire LE12 8DB Tel: 01509 410867 Website: www.gftu.org.uk

Section 1: Once processed, this section will remain separate to your Application form and should not be stapled or otherwise attached to it if hard copies are submitted. Personal Details. Name

Home Address and Postcode

Home phone Number Mobile phone Number Work phone Number e-mail address Date of Birth National Insurance No. Gender Availability. Earliest date that you would be available to start in post if selected? Driving License. Do you have a current Driving License?

Date:

Yes [ ] Categories:___________________________________________________ No [ ] Details of any endorsements:_____________________________________

Asylum and Immigration Act 1996. Do you require a work permit to work in UK?

Yes [ ] Supporting information:_________________________________________ No [ ] _____________________________________________________________

Membership of any club / society / association / professional body. Please list your membership of and

involvement with any organisation’s related to your profession / occupation or other interests. Additional commitments. Please indicate any part time, voluntary or other time commitments you may have? Data Protection Act 1998.

Any information held about you will be held in secure conditions with access restrictions. Data will be used for employment and equality monitoring purposes, however all information will be held anonymously. If you are unsuccessful information will be destroyed after 6 months, if you are the successful applicant then relevant information will be taken from the form and used to form part of your Personnel record.

Rehabilitation of Offenders Act Please note any criminal convictions except those ‘spent’ under the Rehabilitation of offenders Act 1974, if none, please state.

If there are any matters to declare, please specify;

In certain circumstances, employment will be dependent on obtaining a satisfactory basic CRB disclosure from the Disclosure and Barring Service / Disclosure Scotland.

Declaration of Interests Do you know or are known by any of the staff at the GFTU, Quorn Grange Hotel, or the GFTU Educational Trust?

[ ] Yes [ ] No

If yes, please specify;

Canvassing Can you please confirm that you have not canvassed for favorable treatment when applying for this position?

[ ] Yes [ ] No

If yes, please specify;

Accuracy Confirm that you recognize if you are successful with this appointment and it is subsequently discovered that any of your responses are inaccurate then it could lead to disciplinary action up to and including dismissal.

[ ] Yes [ ] No

Declaration: please read carefully before signing this application. If you are completing this form on a computer, you will be asked to sign a copy of this form if invited to interview.

1. I declare that all information provided on this application form is true and accurate and that I accept the arrangements made regarding this application and recruitment process. 2. I confirm that the above information is complete and correct and that any untrue or misleading informationwill givemy employer the right to terminate any employment contract offered. 3. I agree that the organisation reserves the right to requireme to undergo amedical examination. (Shouldwe require further information and wish to contact your doctor with a view to obtaining a medical report, the law requires us to inform you of our intention and obtain your permission prior to contacting your doctor). I agree that this informationwill be retained inmy personnel file during employment and for up to six years thereafter and understand that informationwill be processed in accordance with the Data Protection Act. 4. I agree that should I be successful in this application, I will, if required, apply to the DisclosureBarring Service/Disclosure Scotland for a basic disclosure. I understand that should I fail to do so, or should the disclosure not be to the satisfaction of the company any offer of employment may be withdrawn ormy employment terminated.

Name:

Signature:

Date:

Section 2: references please give the full contact details for two references who are available to comment on your character and abilities at work. One reference must be your current or most recent employer. Reference 1. Name Position Home Address and Postcode

Home phone Number Mobile phone Number Work phone Number e-mail address Reference 2. Name Position Home Address and Postcode Home phone Number Mobile phone Number Work phone Number e-mail address

Section 3: Disability . Family Name: Forename(s): Date of Birth: Gender:

[ ] Male. [ ] Female.

Are you Disabled?

[ ] Yes [ ] No

(if yes please complete the DDM Form below).

Form DDM TheDisabilityDiscriminationAct 1995defines disabilityas: “a physical ormental impairmentwhichhas a substantial and long-termadverse effect on the ability to carry out normal day-to-day activities”. If you consider that you have an impairment that disables you in society as defined by the DDA definition please complete the following section; Support / Adaption needs. Arrangements required if selected for Interview;

Arrangements required if appointed;

Section 4: Diversity and Equalities monitoring. QuornGrangeHotel aims toprovidean inclusiveenvironmentwhich promotes equality, values diversity andmaintains a working, learning and social environment inwhich the rights and dignity of all its staff and customers are respected. Tosupport the hotel’s equality and diversity policywe collect data on recruitment. Personal information providedby applicants for recruitment monitoring does not formpart of the selection process andwill not be seen by anymember of the selection panel. In all cases, your ability to perform the jobwill be the primary considerationwhenmaking the selection decision. Please tell us how you would describe your Ethnic Origin by selecting one of the following categories; Asian or Asian British [ ] Indian [ ] Pakistani [ ] Bangladeshi [ ]Any other Asian background please specify Mixed Race [ ] White and Black Caribbean [ ] White and Black African [ ]Any other Mixed Race background please specify

Black or Black British [ ] Caribbean [ ] African

White [ ] British – English, Scottish or Welsh [ ] Irish

Any other Black background please specify

Any other Asian background please specify

Chinese or other ethnic group [ ] Chinese [ ] Any other ethnic background please specify

Do you have any other special needs or requirements that you need to aware of as a prospective employer?

Application form: part 2

Position being applied for:

Workplace: GFTU Office, The Lodge, 84 Wood Lane, Quorn. Loughborough, Leicestershire LE12 8DB

84 Wood Lane, Quorn, Loughborough, Leicestershire LE12 8DB Tel: 01509 410867 Website: www.gftu.org.uk

Section 5: Job Application Once received and processed, the previous sections (1 to 4) will remain separate to your Job Application to ensure that you are assessed on your ability to carry out the role set out in the Job Description and Person Specification. Personal Details. Name Section 6: Employment History please complete this section with as much information as you can, starting with your most recent role. We use this form to assess your suitability so please complete and do not simply attach your CV. Current / Most recent role. Employer Job Title Duties / responsibilities

Employed from – to? Starting and final salary Reason for leaving? Notice period required? Previous role. Employer Job Title Duties / responsibilities

Employed from – to? Starting and final salary Reason for leaving? Notice period required? other roles (list most recent first). Employer Job Title Duties / responsibilities

Employed from – to? Starting and final salary Reason for leaving? Notice period required?

Employer Job Title Duties / responsibilities

Employed from – to? Starting and final salary Reason for leaving? Notice period required? Employer Job Title Duties / responsibilities

Employed from – to? Starting and final salary Reason for leaving? Notice period required? Employer Job Title Duties / responsibilities

Employed from – to? Starting and final salary Reason for leaving? Notice period required?

Section 7: Education please complete details of qualifications that you have gained. Secondary School. Subject Qualification Grade achieved

Date

Post-Secondary School. Subject

Qualification

Grade achieved

Date

Post-Secondary School (continued). Subject

Qualification

Grade achieved

Date

In-Service Training / accredited CPD activity. Subject

Qualification

Grade achieved

Date

Section 8: Hobbies and Interests.

Section 9:This job and you… Please detail belowyour reasons for this application, your main achievements to date and the strengths you would bring to this post. Specifically, please detail throughout how your knowledge, skills and experiences meet the requirements of this role (as summarised in thepersonspecification). You might want to reflect on;

 your reasons for applying for this post.  reasons why you believe that you are particularly suitable for this post.  a successful piece of work you have done that you are proud of.  the skills and experience you have that you believe most closely match the person specification.  any other skills or talents that you have that you think would benefit this post and the hotel generally.

Feelfreetocontinueon additionalpage(s).

GFTU App 2_09/04/2015