Head of Finance

Title: Head of Finance

Department: Finance

Responsible to: Bursar

Role: General financial and administrative support to the Bursar with specific responsibility for the duties set out below

Main Duties & Responsibilities

Financial Management & Control

Lead the operational delivery of the finance function, ensuring timely and accurate processing across all core areas: payroll accounts payable accounts receivable procurement general ledger management reporting statutory reporting treasury management credit control cash handling VAT reporting and management operation of the Fees Bursary Scheme operation of the trips management procedure

• Ensure robust financial controls, segregation of duties, and compliance with internal financial policies and procedures.

Document and update the financial processes and maintain a financial manual. Prepare the Monthly Management Accounts for review by the Bursar on a timely basis.

• Maintain effective cashflow management, forecasting and liquidity oversight.

• Provide financial oversight of procurement activity, ensuring expenditure is affordable, appropriately approved and aligned to budgets and delegated authority limits.

• Contributing to the effective utilisation of RBAI resources and facilities, seeking value for money.

Payroll

Process monthly payroll, including entering data onto the School's payroll system and payment of salaries. Administer support staff annual leave. Administer starters/leavers. Assist the Bursar in the administration of Support Staff contracts. Complete and return the documentation - monthly, annual and other - as required by the Department of Education and other statutory bodies, as directed by the Bursar: Monthly returns to HMRC Monthly Returns to Education Authority Monthly returns to Pension Companies Sundry Returns Administer the Access NI and Right to Work system, in line with guidance from the Department of Education. provide all employees with monthly payslips and an annual statement of earnings and deductions. Record sick leave, absences e.g. appointments etc. for all teaching and support staff. Maintain relevant personnel records for support staff and payroll records for all staff

Procurement

• Provide financial oversight of procurement activity, ensuring expenditure is affordable, appropriately approved and aligned to budgets and delegated authority limits.

Document and review procurement processes on a regular basis and ensure compliance with Department of Education/Education Authority guidance. Communicate procurement processes to all staff. Oversee compliance with the procurement process. Statutory Reporting & Audit

• Lead the preparation of statutory annual report and financial statements in accordance with Charity SORP (FRS 102).

• Act as the primary operational liaison with external and internal auditors, managing the year-end audit process and responding to audit queries in a timely manner.

Submit returns in accordance with the deadlines established by the Department of Education, Charities Commission for Northern Ireland and other statutory bodies.

• Support the Bursar in addressing technical accounting issues, escalating matters as appropriate.

Budgeting, Forecasting & Planning

• Co-ordinate the annual budgeting process and periodic forecasting cycles.

Co-ordinate and collate the annual budgets for the Academic Departments and Clubs & Societies within the School.

• Provide financial analysis and insight to support strategic and operational decision-making.

• Monitor income and expenditure trends, identifying financial risks and opportunities.

Provide regular management accounting information to budget holders.

People Management

• Lead, recruit, and develop the finance team, setting clear objectives and performance expectations.

Pro-actively manage the finance team through the planning, prioritisation, delegation and supervision of work, to ensure prompt and efficient provision of information and services

• Foster a culture of accuracy, accountability, security and continuous improvement within the finance function.

• Support professional development within the team.

• Work collaboratively with colleagues across the organisation to drive efficiencies, improve financial understanding and capability.

Administration

Provide cover for general administration duties including response to telephone and personal enquiries, particularly during times of holiday. Assist with the management of the Bursar's finance related appointments and telephone calls. Liaise with the Facilities Manager to administer the use of premises including drafting of contract documents. General

Maintain CPD to required professional standard. Attendance at Board or Committee meetings, as required. Deputising for the Bursar on occasion, as directed. Assisting the relevant staff with the management and maintenance of the school estate, buildings and grounds. Other duties as may be reasonably requested.