Finance and Operations Manager

Finance & Operations Manager | St Malachy's College

POST OF FINANCE & OPERATIONS MANAGER

JOB PROFILE

The Finance & Operations Manager will play a key role in the fiscal management of the College and is directly responsible to the Director of Finance & Support Services for the management of the financial affairs, daily operations, administration and non-teaching personnel of the College.  

All of the activities of the Finance & Operations Manager are exercised under the direction and authority of the Principal, through the Director of Finance & Support Services and are subject to the Principal’s approval. The responsibilities of the Finance & Operations Manager include by way of example, but are not necessarily limited to, the following:

(a) Financial management and control

1. Responsible for the day-to-day management of a busy finance office consisting of four staff covering the following areas:

o Assistant Bursar (Payroll, Pension & maintenance)

o Accounts Officers

o Admin Assistants

2. Ensuring adherence to the Financial and Audit Arrangements for Voluntary Grammar Schools as issued by the Department of Education; ongoing updating of the College Procedures Manual to reflect amendments to these Arrangements;

3. Exercising management control over the financial affairs of the College and the preparation of materials for presentation to the Board of Governors and to the Department of Education/Education Authority within the stipulated time;

4 Preparation of Annual Financial Statements and returns to the Department of Education/Education Authority, working papers and subsequent liaison with External Auditors and liaising with the Director of Finance & Support Services in the provision of reports to Governors;

5. Preparation of annual budget on operational level (for all academic and other departments within the College) and on a strategic level; 

6. Preparation of annual budgetary estimates for all cost centres, and supervising income and expenditure in relation to them;

7. Preparation of staffing budgets on an individual staff member basis. Development and maintenance of payroll spreadsheets for all teaching and non-teaching staff, ensuring movement up the scales, calculation of arrears payments, tracking Full Time Equivalent (FTE) numbers and advising on costings to the Director of Finance & Support Services for decision making re employment of staff;

8. Providing feedback to the Director of Finance & Support Services on costs and expenditure, and assisting in the proper planning and control of expenditure;

9. Preparation of monthly and quarterly management accounts with variance analysis and projections to year end and a further two years;

10. Scrutinising and passing for payment all invoices and statements of accounts;

11. Preparation and monitoring of regular cashflow analyses across revenue and capital expenditure for use by Governors in strategic decision making;

12. Oversight and authorisation of the payroll function using Pegasus Opera software, including preparation and submission of monthly BACS salary transfer. Providing payroll and pensions relief cover in the case of absence;

13. Preparing students’ bills and collecting all fees and other dues;

14. Treasury management, liaising with banks and investment managers re movement of funds to gain best return;

15. Approval of bank reconciliations and supplier reconciliations;

16. Setting up online supplier BACS reports for Accounts Payable process. Submission of online supplier payments, general staff expenses, payments to other agencies and other ad-hoc payments;

17. Preparation and submission of range of monthly, quarterly and annual returns to the EA and other agencies in a timely manner, monthly, annually and ad hoc.

18 Keeping analyses of costs and other statistical records and making such returns as required by the statutory authorities;

19. Submission of monthly VAT returns to EA and reconciliation of same;

20. Supervising the College's insurance in all forms;

21. Assist in administering pension schemes for teaching and non-teaching staff;

22. Buying - either directly or indirectly - the principal commodities for consumption or use, and organising as appropriate tenders for services and equipment;

23. Oversight of the Internal Audit process and liaison with Internal Auditors. Follow up of Internal Audit recommendations both financial and non-financial;

24. Analysis and retention of financial information as required by the Director of Finance & Support Services, the Board of Governors and the Education Authority (EA).

(b) Facility Management

25. The Finance & Operations Manager, through the Catering Manager, has responsibility for the management and efficient running of the College Canteen. This includes management of staff, payroll, budgetary controls and procedures, adherence to statutory and other regulations, preparation of accounts and returns to DE;

26. Maximise the potential for letting of school facilities within acceptable management and health and safety criteria. Management of booking system for pitch and sports hall bookings, management of staff, collection and recording of income, maintenance and reviewing health and safety issues. Preparation of accounts.

(c) Building and Grounds

27. Assisting the Director of Finance & Support Services in providing guidance to the Principal and Senior Leadership Team on Health and Safety regulations, and ensuring that the College buildings and grounds meet the requirements of the regulations;

28. Maintaining a Risk Register. Ensuring staff are aware of risk issues;

29. Overseeing the general maintenance of the College buildings, and of new construction, structural alterations and external and internal repairs;

30. Appointing, where appropriate, the direct labour force and organising the work, including safety precautions, and the purchase and custody of the necessary materials and tools; also, where work is done by contracting firms, checking the specifications, the execution of the work and the materials 

supplied;

31. Ensuring the maintenance and efficiency of the installations and plant for electric supply, heating, domestic hot water, cooking etc.;

32. Ensuring the installation and maintenance of equipment for protection against, and escape from fire;

33. Ensuring the upkeep of sanitary appliances and the inspection of the drainage system generally;

34. Supervising the lighting and ventilation of College buildings;

35. Overseeing the upkeep of playing fields, grounds, roads and gardens;

(d) Personnel Management

36. Establishing and maintaining, on a confidential basis, an effective personnel system;

37. Providing advice, interpretation and up-to-date information on employment legislation; Ensuring compliance with all relevant aspects of employment law including employment protection, equal pay, minimum wage, Working Time Directive or discrimination on the grounds of protected characteristics;

38. Providing advice on welfare matters and on personnel matters, including terms and conditions of employment, pensions etc.;

39. Keeping under review and, where appropriate, advising on amendments to existing personnel procedures;

40. Advising on, and assisting in, the drafting up and maintenance of job profiles and job specifications for non-teaching staff;

41. Ensuring the consistent application of agreed procedures;

42. Assisting in the appointment of non-teaching staff; Preparation and issue of non-teaching and teaching staff contracts on appointment;

43. Ensuring that letters of appointment and terms and conditions of employment are issued to each member of staff;

44. Preparation of staff salary letters and associated forms;

45. Ensuring the maintenance of sickness, absence and holiday records of all staff, teaching and non-teaching, and, where necessary, identifying where any appropriate remedial or disciplinary action is required;

46. Overseeing the attendance, punctuality, conduct and work of all non-teaching staff; dealing with any grievances which may arise and taking appropriate remedial or disciplinary action as required;

47. Assisting in the provision of staff development and training of non-teaching staff;

48. Overseeing the implementation of relevant legislation in the College.

(e) General

49. Undertaking, as required, any other duties appropriate to the post as may be considered necessary for the proper functioning of the College;

50. Any other related duties or responsibilities requested or indicated by the Principal or the Director of Finance & Support Services from time to time.

Remuneration

The salary range for this position is £56,730 to £60,208 (i.e. NJC Pt 45 - 48).

Pension

Northern Ireland Local Government Officers’ Superannuation Scheme (NILGOSC).

Working Hours:

Monday to Thursday: 8.45 am – 5.00 pm 

Fridays: 8.45 am to 4.30 pm

Summer-time working hours (from 1 July to date pupils return in late August)

Monday to Thursday: 8.45 am – 4.00 pm

Fridays: 8.45 am to 3.00 pm

You will receive a 15 minute tea break in the morning and 45 minutes for lunch.