Job Description
Job Summary and Main Purpose
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To take responsibility for all aspects of the finance function, ensuring strong control systems deliver commercial, timely and accurate financial information to all users in the business enabling appropriate monitoring and control. In so doing ensure that IT solutions are relevant, controlled, managed and are cost-effective.
To support the Managing Director on a day-to-day basis and ensure a customer-focussed culture, support for buyers and with a strong emphasis on driving sales and profitability with managed cash flow.
To ensure that the business meets all of its legal, statutory and taxation requirements, including with and complies with requirements in all areas of company law.
To support the values, beliefs and aims of HEWI
Principal Duties and Responsibilities
Financial
•\tEnsure that the purchase, sales and nominal ledgers are maintained correctly and daily and closed off monthly according to an agreed timetable
•\tCheck that all financial information in the back office system, the internal financial system, is correctly created in to a journal format each month, and check for complete accuracy and report on anomalies
•\tEnsure at month-end that all internal sales information has been posted to Xero
\tEnsure at month-end that all internal sales returns information has been posted to Xero
•\tEnsure that all relevant balance sheet and P&L accounts are reconciled monthly and agreed to source data where appropriate
•\tPrepare detailed monthly management accounts to an agreed format and to an agreed timetable
•\tPrepare weekly cashflow reports and identify any expected shortfalls up to 6 months ahead
•\tCheck VAT returns on a monthly basis from Xero, and ensure that the final submitted quarterly VAT return is made without errors
•\tMonitor all external debtors with the relevant sales personnel and ensure unpaid amounts are followed up promptly and payment collected
•\tMonitor all external customer creditors and check these to the financial system source data and ensure payments to these customers are made to the agreed timetable and with the appropriate deductions. Ensure any and all anomalies are promptly followed up and resolved.
\tMonitor all external creditors and ensure that these are paid according to agreed terms and against approved invoices, approval having been made by appropriately authorised personnel
•\tMonitor all carriage, gas, electricity, water and waste, ensuring that best value is being achieved on costs
•\tEnsure that strong financial control systems exist, and maintain and improve these continually, in order to protect the company’s assets and to minimise the risk of abuse and fraud
•\tSupport the management team with appropriate financial analyses as required
•\tRun the Monthly payroll and ensure that all joiners, leavers and changes are appropriately included on the Monthly reconciliation and agreed and signed off by the Managing Director BEFORE finally processing payroll.
Ensure that PAYE and NI and Pension payments are made on a monthly basis and on time
•\tEnsure the maintenance and monthly updating of a fixed asset register, ensuring that redundant items are retired appropriately
•\tMonitor and report on capital purchases against budget
•\tEnsure that all items purchased, both capital and expense, are extensively negotiated to gain best possible terms, have the appropriate purchase order, and are appropriately approved prior to placing an order and making the payment
•\tEnsure responsible use of petty cash and company credit cards
•\tWork with the Managing Director and, with input from all the relevant management, to create an annual budget comprising integrated P&L, cashflow and balance sheet, together with half-yearly updates
Operations
•\tShare and explain actual financial information to the management team weekly and monthly
•\tEnsure continuous development and preparation of daily, weekly and monthly KPIs for each operating team and directly report back to the Managing Director on results and exceptions
•\tSupport all areas of the organisation in planning projects clearly identifying the return on investment of projects and service delivery.
•\tMaintain central records of the organisation’s contracts and monitor renewal dates ensuring that best value is continuously achieved.
•\tPrepare periodic review of internal financial and other control systems as required by the document summarising these
I.T.
•\tEnsure that a register of all hardware, software licenses, network cabling and other IT systems is maintained
•\tEnsure that the integrity and security of all internal IT systems are constantly monitored for cyber-attack
•\tManage risk management and testing of business continuity ensuring security of data, network access and backup systems.
•\tEnsure that the business meets all ongoing requirements of General Data Protection Regulation.
Leadership
•\tBe a proactive and contribute to team meetings, collaborative projects and supporting colleagues where necessary.
•\tLead on best standards and practices and actively promote the vision, purpose, culture and values of HEWI
•\tProvide effective finance team management and support to finance team members by carrying out a comprehensive induction, regular one to one meetings and training reviews
•\tEnsure that all team members are clear on their responsibilities within the team and that all concerns are promptly investigated, documented and resolved
•\tContinually develop, monitor and review effective Standard Operating Procedures for your team.
PERSON SPECIFICATION
Qualifications and Experience
Essential
•\tStrong leadership skills
•\tACCA, ACA or CIMA - qualified ideally, but experience rather than qualification also suitable
•\tExtensive experience of timely and accurate management accounting and reporting
•\tExperience of recruiting, managing and developing a finance team of diverse talents and experience
•\tExperience of IT management
•\tStrong abilities to monitor and manage cashflow on a daily, weekly and monthly basis
•\tExtensive experience of developing, monitoring and managing budgets
•\tExperience of procurement and managing suppliers and contracts
•\tExperience of dealing with customer concerns, buyer concerns and complaints with the ability to manage expectations and demonstrate the highest level of customer service and professionalism
•\tExperience of managing a team including recruitment, induction, training and development and staff performance reviews
\t
•\tConfident and advanced user of Microsoft Excel and accounting systems – Xero helpful
•\tPractical IT skills
Desirable
•\tExperience of working in the retail sector helpful but not essential
Skills and Attributes
•\tCommitment to the highest standards of accuracy and attention to detail
•\tExcellent communication and inter-personal skills
•\tHighly organised and systematic work processes
•\tPositive & flexible approach to the job and able to work outside normal working hours as required, including occasional weekends.
•\tAbility to demonstrate initiative and sound judgement
- \tResilient and able to organise and balance priorities effectively