Financial Services Technical Co-ordinator

at  North Tees Hartlepool NHS Foundation Trust

Preparation of Annual Accounts ensuring accurate and timely completion in line with the Charity Commissions time scale. Monitor the Investment Portfolio and provide regular information on the Portfolio’s performance to the Trustees and senior finance managers. Responsible for the monitoring of the daily cash position of the Charitable Trust Fund through direct access to the banking networks. Overall management of Charitable fund bank accounts and petty cash holdings ensuring that Income and Expenditure is recorded and bank accounts are reconciled to the Ledger on a timely basis.
Ensure payroll deductions, salary sacrifice amounts, business mileage are administrated via ESR and liaise where necessary with ESR or the lease car provider. Design and maintain the ledger system’s coding to aid the production of the charitable funds accounts in accordance with the Charity Commissions guidance. Develop and maintain a training programme for finance and non-finance staff, ensuring staff are competent and well informed with regard to Charitable funds. Raise profile of the Charitable funds, produce and update charitable funds handbook & fundraising policy.
Implement, develop & maintain staff lottery draw, including staff lottery constitution & procedures. Produce staff lottery reports to Charitable Funds Committee and incorporate in Charitable Funds Annual Accounts. Co-ordinate the pool car fleet to maximise the benefits to the Trust and users. Maintain the Lease car policy with Trust & legislation changes.
Co-ordinate & manage the Trust & LLP fuel cards, develop & maintain a pool car & fuel card handbook for users. Monitor the workload of the department through review of system reports. Implementation of new working practices in order to maximise efficiency and to ensure that Statutory and other Departmental targets and deadlines are met. Prepare monthly/ periodic returns e.g.
to Charity Commission, Monitor in accordance with the relevant bodies timetable. Ensure data is input with accuracy including monthly cashbook and adjustment journals to obtain the charitable funds monthly and annual finance position. Extraction of data with accuracy & present in a meaningful manner. Ensuring all work and contract with third parties is to professional standards, and that full regard is given to confidentiality.
Responsible for the day to day supervision and organisation of the work of sub-ordinate staff. To provide financial information as and when required to the charitable Funds Committee to enable the committee to make informed decisions. Provide advice to individuals wishing to contribute to charitable funds and deals with all matters relating to legacies and bequests, maintaining a permanent legacy register. Vetting approval of charitable fund requisitions in the Oracle procurement system.
To maintain charitable funds control account reconciliations and ensure the accurate and timely completion for the provision of closedown information. Produce Commercial van quotes, place orders and arrange delivery and insurance cover. Work with insurance providers to arrange Commercial Insurance policy, Goods in transit, public liability (income generation), Group personal accident and Directors & Officers Insurance (Charitable Funds). The postholder will be required to produce reports for the Charitable Funds Committee as and when required and fund holders on a monthly basis.
The postholder will assist will provide information to internal and external Auditors as required

Please refer the Job description for details