Finance Manager

Job Description – Finance Manager

GUARD Archaeology Limited

We seek an enthusiastic, driven individual to take on the financial management of the company. GUARD Archaeology is an ambitious company with a strong position in a competitive market and the successful candidate will help us continue to deliver our services to the highest industry standards and to build on our success in the commercial archaeology sector.

Company background

GUARD Archaeology Limited was established in January 2011, replacing Glasgow University Archaeological Research Division (G.U.A.R.D.). We became an Employee Ownership Trust (EOT) in December 2019 and specialise in the management of archaeology and cultural heritage projects. We provide comprehensive and competitive archaeological services for a range of private sector and public sector groups across Scotland, England and Northern Ireland. With over 35 years of experience of providing archaeological services. Our staff ensure that our work on our clients’ behalf not only meets agreed deadlines and budgets but attains a high professional standard. GUARD Archaeology is a Chartered Institute for Archaeology *Registered Organisation*.

Job Purpose

*Summary*

To oversee the financial health of the company in a pivotal role responsible for and managing day\-to\-day financial operations, producing accurate management information, reviewing and maintaining financial controls, and supporting strategic decision\-making, reporting directly to the directors.

• To oversee all day\-to\-day accounting activities


• To provide and maintain accurate and timely accounting records sufficient to comply with internal reporting purposes and external requirements.


• To keep up to date with changes in financial regulations and legislation


• To oversee and check all accounting records are processed accurately, within the required timeframes, via SAGE accounting.


• To provide oversight and responsibility for monthly reconciliation of key control accounts including bank reconciliations.


• To manage payroll, expenses, travel and overtime calculations.


• To manage all sales and purchases.


• To carry out monthly reviews of Aged Debtors and Creditors and follow up outstanding balances as required.


• To prepare quarterly management accounts with commentary and attendance at board meetings.


• To liaise with external accountants on statutory accounts providing information as required.


• To review monthly SAGE transactions highlighting any anomalies to directors.


• To ensure sound professional standards of all aspects of work and facilitate smooth operation of finance.

1\.0 To co\-ordinate and oversee all expenditure processes and the purchase ordering system, providing progress updates on a monthly basis to senior management and directors.

2\.0 To review purchase orders (POs) to ensure purchasing procedures followed and that goods and services are being ordered within agreed budgets.

3\.0 To control and operate all payment processes, including providing directors with weekly supplier payments listing. Manage payment dates with reference to company cashflow.

4\.0 To prepare quarterly management accounts, incorporating detailed accruals and prepayments adjustments.

5\.0 Preparation of purchase order accruals from the PO Running List paying particular attention to external post\-excavation specialist services accruals for quarterly and annual management and statutory accounts.

6\.0 Oversee Sales Invoicing forecast spreadsheet, ensuring it is updated as accurately as possible on a timely basis each month to ensure sales invoice preparation can begin in advance of the month end.

7\.0 Liaise with project managers, senior management and directors to ensure all project specific purchase orders are raised timeously.

8\.0 Ensure supplier invoices are appropriately checked and authorised in a timely manner by project specific project managers (general invoices authorised by Finance Manager as delegated by directors).

9\.0 Ensure purchasing practices are efficient and provide best value for money for the company.

10\.0 Controls over debit card use and necessary recording including confirmation of receipt of goods.

11\.0 Review of annual contracts for utilities, fuel cards, software to ensure effective renegotiation, and review monthly bills to ensure agreed rates are being applied

12\.0 To liaise with client finance representatives in order to facilitate smooth, professional operation of invoicing procedure.

13\.0 Manage monthly payroll submission including calculation of travel and overtime due.

14\.0 Control and document debit card purchases.

15\.0 To collaborate with other members of the company in strategic developments and compliance.

16\.0 To keep all necessary administration records up to date, to submit accurate timesheets when required.

Dimensions

• Responsible for providing oversight and management of all company accounts.


• Responsible for payroll calculations including travel and overtime.


• Responsible for managing all invoicing.


• Responsible for all expenditure processes and for managing Purchase Order system.


• Responsible for the oversight of payment processes, including providing directors with weekly supplier and expenses payment lists and planning payment dates with reference to company cashflow.


• Provide accurate management accounts and other financial data as required to support directors' strategy and development decisions.


• Provide assistance as required to Project Managers to ensure that essential information is provided to enable invoices to be prepared accurately and on time each month.


• Review accuracy of new client information ensuring Project managers obtain correct contact/invoicing details.


• Carry out review of new clients on Creditsafe to ascertain credit worthiness and to ensure company risk minimised.


• Review on a quarterly basis the completeness of invoicing, ensuring all work undertaken results in an accurate invoice, referencing Project List, Sales Invoicing Forecast and Project Price Schedules.


• Develop awareness of weekly, monthly cashflow patterns, prepare a brief incomings/outgoings template.


• Check and authorise/sign off expense claims ensuring compliance with HMRC rules.


• Ensure proper procedures followed for mileage claims, updated claim form for each tax year,


• Confirm valid insurance for use of vehicle for business travel and current MOT held by staff claiming mileage for using personal vehicles.


• Update monthly payroll spreadsheet with overtime, travel and sickness calculations, liaise with directors for review/ corrections


• Responsible for managing own time effectively to meet deadlines in collaboration with the Directors, Managers and other colleagues.


• Attending the GUARD Office on a regularly daily basis to effectively manage finance function and liaise with colleagues where necessary;


• Providing advice about GUARD Archaeology services (eg the scope of our services) as and when required by clients.


• Maintaining trust and confidence of clients through effective working relationships and maintaining our client base, encouraging repeat business to the company.


• Maintaining a sound knowledge of relevant accounting legislation and guidelines.


• Collaborating with senior members of the management team in strategic developments for the company (eg marketing, working practices, methodologies).


• Maintaining computer literacy and other relevant skillsets.


• Undertaking additional duties as and when required.

*Knowledge/Qualifications*

• Degree in Accounting or related subject.


• Accounting accreditation (preferably AAT, ACCA or ICAS)


• Minimum 3 years relevant work experience.


• Expert knowledge of management accounting systems for SME preferred.

• Good working knowledge of software, including Microsoft Office applications, *Word*, *Excel, Adobe and SAGE.*


• Good working knowledge of other appropriate specialised software.


• Good working knowledge of accounting standards.


• Excellent communication skills.


• Close attention to detail.

• Extensive experience (3 years \+) with managing financial matters for a SME.

*Planning and Organising*

• Ensuring all monthly invoicing, payroll and other financial matters are addressed in a timely manner.


• Co\-ordinate meeting time with relevant managers/directors.

· Ensuring output is of high standard.

• Bring important financial decisions to directors well in advance of deadlines.

• Clear communication with managerial and administration staff, and ensuring colleagues are aware of any potential budgetary/deadline problems.


• Clear communication with external/in\-house personnel.


• With project staff, to communicate instructions accurately, to treat staff fairly according to company policies and to ensure good working relations between project staff members.


• With managers and directors, to communicate clearly all relevant financial information, and to work towards problem resolution where necessary.


• With clients and clients’ representatives, to provide clear communication when required, to participate in negotiation/ discussion where required and to ensure that monthly invoicing is maintained.


• With members of the public etc to preserve GUARD Archaeology’s public image.

• Assist Directors with the following: Charge out rates, cost reduction strategies, overall company budget, project budget reviews, any other financial management issues that arise.


• Resolving financial problems arising in projects, resolving invoicing disputes with clients and sub\-contractors in conjunction with Project Managers


• Ensuring that areas of administrative responsibility are effective.

• GUARD Archaeology work requires a lot of self\-directed effort and time\-management.


• There are conside

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