Job Description
Job Title: Finance Manager
Reporting to: Director
Place of Work: Intoart office, Peckham Levels, London SE15
Remuneration: £33k (pro rata)
Hours: 1 day per week (0.2) Days of the week may change to meet the needs of the business, subject to consultation with the post holder.
Terms of contract: Fixed term

Outline of Application Process

We ask all applicants to submit two documents as outlined below in order to be considered for shortlisting for interview.

All completed documents must be received by the stated deadline.

Submission of an up to date CV
CV’s should include:

Relevant achievements and experience as well as educational and professional qualifications.
Details of notice period and names of two referees.
An indication of current salary
Contact details including email, telephone/mobile number.

Written statement ( no more than 2 sides of A4)

Detailing your interest in the post, outline of your experience and ability to meet the criteria in the Person Specification.

General Information about Intoart

Intoart is a visual arts organisation based in London, established in 2001, working with people with learning disabilities. Intoart has gained significant reputation for its collective practice that includes people with learning disabilities, working with leading arts institutions in London, across the UK and internationally. Based in a purpose build space at Peckham Levels in South London. Intoart works with a core number of over 20 people with learning disabilities, practising as artists in the studio. We work in partnership with arts organisations, galleries, museums, community partners, Higher and Further education providers and schools.  The staff team of four consists of Director, Programme Manager, Design Co-coordinator and Finance Manager in addition to freelance artists, collaborators and practitioners.

www.intoart.org.uk
Purpose of the job
The Finance Manager is responsible for the management of the charity’s finances. The role of Finance Manager is to manage the financial systems of the organisation, including payments, invoicing, book-keeping and liaising with our accountants. The Finance Manager will work closely with the Director in preparing financial reporting to stakeholders and budget management associated to the delivery of Intoart's Business Plan.
Key responsibilities and tasks
1. Financial recording

To keep accurate records of incoming and outgoing financial transactions using Xero Software.
To maintain and update systems for recording, organising and calculation of financial business and transactions for the charity.
To manage payments for services provided by contractors, artists, partners and clients by the deadlines required by contracted agreement.
To liaise with accountant on the administration and maintenance of associated records and end of year procedures, both internal and statutory.
To administer payment of monthly payroll
To manage and supervise all bank or other accounts held in the name of the charity.
To ensure monies received (cash, cheques, bank transfers) agree with amounts posted to the accounts and that they are banked.
To ensure direct debit instructions are processed and collections are scheduled monthly.
Manage an accurate, up to date and efficient finance and book keeping system using Xero Cloud Software.
Manage petty cash and day-to-day book keeping.

2. Reporting

Preparation of quarterly and monthly forecasts, cash flows and management accounts for presentation to Board of Trustees and Stakeholders.
Liaise with accountant in the preparation of Annual Accounts, in accordance with Companies House and Charity Commission requirements and deadlines.
To administer and prepare documents for the Finance and Fundraising Sub group.
Monitor and evaluate financial information systems and suggesting improvements where needed.

Budgets

To work with the Director to prepare annual budgets, to re-assess budgets against forecasts and prepare any project specific budgets, forecasts or cash flows required.

Analyse financial performance and risk assessment.
Contribute to medium and long-term business planning, budgets and forecasts;
Prepare documents and budgets required by funders and stakeholders.

Finance administration, policy development and Business Model.

Manage new areas of income generation specific to Intoart’s programs  including employment and expenses payments, contracts, budgets and access costs.
Manage Friends of Intoart scheme eg. Direct debits, administration and correspondence.
Administer the ‘Own Art’ Scheme
Support the Director and Finance Subgroup on policy development on income for people with learning disabilities – artwork sales/employment.
Manage artwork and product sales administration and liaising with buyers, collectors and maintaining an up to date database.
To work with design industry advisor and external evaluator to measure, test and review business model of Intoart Design.

Staff

Ensure that systems are in place and adhered to for staff and freelance contractors including timesheets, petty cash, and invoicing.
Support Project Managers in project budget management.
Interpret and communicate financial data to non-financial managers.
Manage and administer NEST Pension Scheme and Childcare voucher schemes.

General

Operate in accordance with Intoart’s employment, health and safety, equal opportunities and other practices, policies and procedures.
Flexibility regarding availability outside normal working hours is required to attend events and openings. (Pre-arranged dates and notice will be given)
Undertake such other duties and administration as may reasonably be required.

Person Specification
Qualifications

An undergraduate degree in a relevant subject/or equivalent professional experience.
Experienced AAT / part qualified ACCA/Cima.

experience (minimum of 4 years)
Essential

experience of all stages of the financial management process.
Current experience of Accounting systems and Xero software.
experience of working in the charitable sector.
experience of reporting to partners and major stakeholders.

Desirable

experience of funding from public and/or private sources, to include trusts and foundations and Arts Council England.
experience of working with a range of individual, organisations and institutions within the visual arts, learning disability and cultural sector.
experience of managing and supervising project-based staff, freelancers, students and/or volunteers.

Knowledge
Essential

Understanding of the finance and operational structures, priorities and key issues for small arts charities.
An understanding of, and commitment to, issues around cultural diversity, disability and equal opportunities.

Role Specific Competencies

Excellent verbal and written communication skills, the ability to communicate ideas and information clearly to a range of stakeholders and people on all levels.

Ability to initiate and sustain working relationships with a wide range of people including artists, design clients, partner organisations, suppliers, parents, support workers, schools and community groups.

Good problem solving and analytical skills.

Excellent organisation and planning skills with an ability to plan, organise, and schedule in an efficient, productive manner.

Excellent IT skills including MS Office and databases.

General Competencies

A commitment to the values inherent in person-centred practice.
Demonstrate honesty and integrity, earning trust and maintaining confidence.

Demonstrate ability to quickly and proficiently understand and  respond to new areas of practice.

Exceptional attention to detail

Proactive and persistent, bringing new ideas to Intoart.

Flexible and adaptable, able to adjust quickly to changing priorities and cope with complexity and change.

Hard working, with high standards of personal performance.

Work well in a team, establishes collaborative working relationships.