Finance Assistant - Analytical Recruitment Pack December 2018
December 2018 Dear Prospective Candidate Re: Finance Assistant (Analytical) Thank you for your interest in the position of Finance Assistant (Analytical) at Kent Union. The role of Finance Assistant (Analytical) is an exciting role within our busy Finance Department ideally suited for an enthusiastic person, who would thrive in a challenging environment and who is willing to learn and develop their skills and general understanding of a complex finance structure. Working alongside the Finance Supervisor (Analytical), the successful applicant will join our highly professional and talented team, and will support the achievement of goals across the organisation by contributing to the provision of high quality management information to inform decision making across Kent Union, by ensuring strong financial management and controls are developed and maintained. Kent Union are committed in supporting the continued professional development of this role, therefore, there is an opportunity for assisted funding in professional development and training. We are a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £12million turnover, 500 employees and 2,000+ volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 9 years, placed 38th for 2018. This pack should provide everything you need to support your application. It contains: Job description Person specification Copy of full advert Summary conditions of appointment Summary governance and management arrangements Application and selection process and timetable Please note that to support our equal opportunity policy, we do not accept personal CV’s and will only consider completed Job Application forms. If you have any queries regarding completion of the application form, please email
[email protected]. Yours faithfully Shelley Wilkinson Finance Supervisor (Analytical)
Job Description – Finance Assistant (Analytical) Department: Finance Reports to: Finance Supervisor (Analytical) Role Purpose: Responsible for supporting Finance Supervisor (Analytical) within the Finance Department in all aspects of daily and monthly processes, to maintain the period end and year end time based accruals and prepayments and to assist in producing period end Management Accounts for Kent Union, Kent Union Trading Ltd and Canterbury Youth Student Media. Duties and Responsibilities Financial Responsibilities: 1. To be familiar with the Union’s financial procedures relating to all aspects surrounding areas of responsibility of the post holder, to maintain knowledge of any changes to them, and to comply with the procedures. 2. To bring to the attention of the Finance Supervisor (Analytical) any significant errors and discrepancies. 3. To liaise with Budget Holders and the rest of Finance to identify savings and to improve the financial performance of Kent Union and suggest improvements and changes to the Union’s Financial Procedures. 4. To record and report to the Finance Supervisor (Analytical) all breaches of Financial Procedures as defined in the Financial Breach Procedure. 5. To ensure all tasks for which the post holder is shown as having responsibility are completed in line with the deadline shown on the Finance period end timetable. People Responsibility 1. To provide coaching support, information and advice for finance related topics and to assist budget holders with related enquires for both Kent Union and GK Unions. 2. To arrange and confirm meetings with budget holders and to shadow Finance Supervisor (Analytical) in discussions regarding month end management accounts for each department and to assist in producing commentary when necessary. 3. To shadow and support Finance Supervisor (Analytical) in compilations of budget templates, budget holder training and budget planning for both Kent Union and GK Unions 4. To assist Finance Supervisor (Analytical) with design and delivery of finance training to existing members of staff and new members of staff as part of their induction to Kent Union and GK Unions. 5. To be the key finance point of contact for GK Unions. Operational Duties 1. To maintain the timed based accruals and prepayments spreadsheet and post to the nominal ledger within the timeframe outlined in the period end timetable. 2. To produce and import all standard month end journals, including salary adjustments on receipt of payroll reports in alignment with budget requirements. 3. To assist Finance Supervisor (Analytical) in reconciling all control accounts at month end to ensure that all postings are correct – Balance sheet reconciliations and compile month end folder for Finance Supervisor (Analytical) to review and sign off.
4. To follow up on insurance claims and issues and keep Finance Supervisor (Analytical) informed of all developments. 5. To compile year end supporting reports on a monthly basis to assist in Financial Statement compilation. 6. To assist Finance Supervisor (Analytical) in the production of CYSM & KUTL monthly financial accounts and with the production of year-end financial statements for both. 7. To compile weekly performance update and submit to Finance Supervisor (Analytical) prior to publishing by Mid-day of Tuesday of each week. Expected Behaviours 1. To attend training sessions, and appropriate meetings as and when required by Kent Union. 2. To contribute to the positive image of Kent Union with students, University and the local community. 3. To lead by example and demonstrate a full understanding of the organisations democratic structures. 4. To ensure systems are in place to reduce Kent Union’s impact on the environment. 5. To act as an ambassador for Kent Union and show loyalty to the organisation, abiding by the Union’s Constitution, policies and procedures at all times. 6. To undertake other tasks and responsibilities compatible with the level and nature of the post as required by your manager from time to time. Training & Development Training & Development required for the role comprises, as a minimum: Committed to Continuous Professional Development Staff Development Days and activities. Summary of terms
This is a full time permanent post. Normal place of work is Canterbury but expected to work at Medway Campus on a regular basis either alongside Finance Supervisor – Analytical or alone. Normal working hours are 35 hours per week, normal office hours, but expected to work outside normal office hours and at weekends on occasion.
Person Specification Essential requirements should be demonstrated before appointment and maintained in post. Desirable elements should be developed and maintained once in post as needed Qualifications
Essential
Studying towards appropriate Professional qualification Maths GCSE or equivalent
Desirable
Tested at Interview
X
Tested at application X
X
X
Experience of working in a busy Finance Department operating to tight deadlines on a monthly basis.
X
X
Ability to prioritise and manage, with support, a variety of complex tasks
X
Experience
An understanding of the principles of budgets and budgetary control Ability to work well within a team and independently when required
X X
X
X
X
X
A thorough knowledge of accounting systems and processes
X
X
X
A knowledge of best practice in financial procedures and controls
X
X
X
A skilled and committed use of IT, especially intermediate level of Excel and Finance software e.g. Sage
X
X
X
Excellent organisational and time-management skills
X
X
X
A confident and resourceful individual who can converse with the organisations / stake holders personnel at all levels
X
X
X
Strong numeracy skills, with the ability to interpret complicated numeric information
X
X
X
X
X
Knowledge
Skills and Abilities
Values & Behaviors Evidence of commitment to continuing personal and professional development.
X
Acts responsibly with regard to professional, environmental and ethical issues; shows commitment to Kent Union’s values; supports Kent Union’s efforts to give something back to society.
X
X
X
Values diversity and creates an inclusive environment; shows respect for all people; works well with people who have different ideas, perspectives and backgrounds; and is proactive in including all people.
X
X
X
Finance Assistant - Analytical Annual Salary £19,758 35 hours per week Generous Pension and benefits 37 days annual leave Thank you for your interest in the position of Finance Assistant - Analytical, at Kent Union. The role of Finance Assistant – Analytical, is an exciting role within our busy Finance Department. The successful applicant will join our highly professional and talented team, and will support the Finance Supervisor (Analytical) in achieving the goals across the organisation by contributing to the provision of high quality management information to inform decision makers across Kent Union, and by ensuring strong financial management and controls are developed and maintained. We are a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £12million turnover, 500 employees and 2,000+ volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 9 years, placed 38th for 2018. Please note that to support our equal opportunity policy, we do not accept personal CV’s and will only consider completed Job Application forms. If you have any queries regarding completion of the application form, please email
[email protected]. For an application pack, please visit http://www.kentunion.co.uk/careers. Closing date for applications: Friday 11 January 2019 at midday Interviews: Wednesday 23 January 2019
Summary Conditions of Appointment Salary This post is at Grade 4 point 1 on Kent Union’s pay scale, £19,758 per annum. Staff normally move up one incremental point annually, subject to performance. Notice Period The notice period for this position is one-month. Annual Leave Entitlement The post holder is entitled to 23 days’ leave; 6 ‘customary’ days’ annual leave, normally taken over Christmas; and the 8 statutory leave days for England. Total annual entitlement is therefore 37 days. Pension The post holder is entitled to join the Superannuation Arrangements of the University of London (SAUL), CARE pension scheme with salary sacrifice, in which Kent Union contributes 16% and employees contribute 6% of salary. Alternatively, the post holder can join a personal pension scheme through Scottish Equitable, in which Kent Union contributes 6% and employees contribute 3% of salary. Hours of Work The contracted hours are 35 hours per week. Work-Life Balance Kent Union is committed to facilitating a healthy work-life balance and has cutting edge flexible working policies, including extensive maternity, paternity and grand-parent leave; generous adoption and parental leave entitlement; facilities for sabbatical leave; the option to work from home on occasion and time off for volunteering. Equality of Opportunity Kent Union is committed to the principles of equality of opportunity and will endeavour to meet the needs of any candidate who fulfils the requirements of the person specification.
Summary Governance and Management Arrangements Our Belief We believe every student at the University of Kent should have the opportunity to try out new experiences, have fun, make new friends and be part of a community; we believe every student should have the opportunity to fulfil their potential in life, have a voice in society and make a difference. We believe that Kent Union is integral to empowering students to realise this belief. Our Mission We are a charity that supports students at the University of Kent; we:
Stand up for students Help them have the best time at Kent Prepare them for life after Kent
Our Values
Bold – we are brave and courageous; we stand up for students’ rights; we are innovative and we challenge the status quo
Inclusive - we welcome all people and appreciate their uniqueness; we are champions of equality and diversity
Supportive – we look out for people; we want students to succeed in life so we offer transformative experiences for them to get involved in; we ensure our staff have a healthy work-life balance
Legal Status Kent Union is an unincorporated association and a registered charity. The Union has a Board of Trustees, which is legally responsible for all aspects of the organisation. Democratic Structures Kent Union is a membership organisation; all students at the University of Kent are automatically members of Kent Union. The membership provides strategic and political direction through the Union’s democratic structures, including referenda, the Annual General Meeting, Union Council, four debating zones and seven elected Trustees. The Trustees The Trustees of Kent Union are the five ‘sabbatical officers’, four ‘external’ trustees and four ‘student’ trustees. The sabbatical officers and two of the student trustees are elected each year by and from the student membership of Kent Union. The sabbatical officers take a year out of their studies (or immediately after graduating) to serve as a trustee; they can stand for re-election for a second year if they choose, but can serve for no more than two years. Unlike the trustees of most registered charities, the sabbatical officers are paid a living allowance and work a normal working week. The four student trustees have all the
responsibilities of being a trustee, but are still studying and fulfil their duties on a ‘part-time’ and voluntary basis. Two of the four student trustees are elected by cross-campus ballot and take office on 1 July each year; the other two student trustees are selected via a recruitment process in the October of each year. Staff and Management Structure Kent Union employs approximately 500 staff to provide services for its members. Staff are of two types – approximately 360 student staff, who work whilst completing their studies at the University of Kent; and approximately 140 career staff – professionals who have made working at Kent Union part of their career. The Board of Trustees oversees the work of staff through the Chief Executive and Senior Leadership Team, who in turn manage staff through the 8 senior managers, each of whom is responsible for one of the Union’s Departments or a strategic function.
Application and Selection Process and Timetable Recruitment and Selection Timetable 11 December 2018
Advertise position
11 January 2019 (Midday)
Applications closes
14 January 2019
Shortlist meeting
23 January 2019
Interviews in Canterbury
Applications To apply please download and complete an application form from our recruitment website http://www.kentunion.co.uk/careers and email it, along with the Equal Opportunities Monitoring form to
[email protected]; please ensure that you pay particular attention in your application to detailing how you meet the requirements of the person specification. The Equal Opportunities Monitoring Form will be separated from applications prior to shortlisting. Completed applications must be received by midday, 11 January 2019. Website Kent Union’s website contains further background information about Kent Union to help potential applicants. Potential applicants are encouraged to look at the website prior to applying; the website address is www.kentunion.co.uk
