Assistant Head of Finance

Grade: 9

Post Reference:

Conditions of Service: NJC for Local Government Services National Scheme of Conditions of Service

Responsible to: Head of Finance

Responsible for: Senior Accountants (2) Treasury Finance Officer (1) Senior Accountancy Assistant (1) ; Senior Finance Assistant x 1; (Sales Ledger); Senior Accountant Systems Accountant 1

General Description of Post

This post is within the Finance Department. The Finance Department contributes to the corporate objectives of the organisation by promoting the effective and efficient use of resources to provide value for money and ensuring that employees are supported in carrying out activities which have financial implications.

The post-holder will carry out the day to day running and management of the Finance Department and will assist in the provision of a comprehensive range of financial services including accounting, budgeting, financial reporting, creditors, debtors, treasury management and financial advice. The post-holder will be specifically responsible for capital accounting.

Specific Duties

To deputise for the Head of Finance, which will include reporting directly to the Chief Fire Officer providing strategic financial advice and information, contributing to the corporate objectives of the service as a delegated member of the strategic leadership team and take on strategic responsibilities when required. Play a pivotal role in strengthening the quality, flow of information, understanding the strategic direction of priorities and deliverables between Financial Services and Services Managers.

1. To manage the purchase, sales ledger, treasury management, budget setting, budget monitoring, year end (Statement of Accounts) and other finance functions within the department.
2. To manage the accountancy function on a day to day basis.
3. To assist the Head of Finance in managing strategic financial decisions.
4. To take out authorised borrowing directly from PWLB in line with Treasury Management Procedures.
5. To oversee the Treasury Management Strategy and Prudential Code in consultation with the Head of Finance.
6. To manage the process of preparing the four year revenue and ten year capital budget to feed into the Medium Term Financial Strategy (MTFS). This involves leading the accountancy team, as well as close liaison with budget holders, the Strategic Leadership Team and the other local authorities in Nottinghamshire.
7. To assist the Head of Finance in developing the Medium Term Financial Strategy (MTFS) and ensure that the budgets reflect the outcomes of the MTFS.
8. To calculate the Authority’s statutory precept, communicate this to the other local authorities in Nottinghamshire and prepare the financial data for the annual precept leaflet.
9. At financial year end to manage the final accounts closedown, ensuring that statutory deadlines are strictly adhered to and all accounting entries comply with the CIPFA Accounting Code of Practice.
10. At financial year end, to take specific responsibility for capital accounting closedown, ensuring that all accounting entries comply with the CIPFA Accounting Code of Practice.
11. To manage interim and final accounts external audits, ensuring that all required information is passed to the external auditor, deadlines are met and that the quality of working papers is to a high standard.
12. To be responsible for the monthly preparation of prudential code, capital/ revenue budget monitoring reports for the Strategic Leadership Team and quarterly reports for Finance and Resources Committee.
13. To meet with budget holders on a regular basis and advise and assist them with budget monitoring. To investigate variances in conjunction with budget holders and advise on corrective action.
14. To provide financial advice and support to the Authority’s budget holders and managers as required, whilst maintaining confidentiality where appropriate. This will include writing and / or checking the financial implications of committee reports, as well as attending some committee meetings as directed by the Head of Finance.
15. To act as a financial lead on collaboration projects such as the Joint Mobilising System
16. To be the point of contact for the Internal and External Auditors, which will include attending audit preparation meetings and responding to the recommendations in internal audit reports.
17. To undertake ad-hoc costing exercises, cost benefit analyses and other projects as required, including capital options appraisals and lease / buy and capital financing options.
18. To be the lead officer on taxation issues for the organisation.
19. To ensure compliance with financial regulations within the team, and to advise on the application of financial regulations within the wider organisation.
20. To complete financial and statistical returns for CIPFA and Government Departments, as required, and to ensure that other team members complete these accurately and on a timely basis.
21. To act as an authorising officer for transactions in excess of £10k, both financial and bank related, which are originated by other staff. Also to be an authorised signatory to the Authority’s bank account.
22. To directly line manage posts within the Finance Team, including delegation of new or ad-hoc tasks, day to day supervision, coaching and training, completion of personal development reviews.
23. To be responsible for monitoring, meeting and reporting on relevant performance indicators and standards for the Finance Department.
24. To lead on the preparation, monitoring and review of the Finance Department’s business continuity plan and to ensure that business continuity plans are enacted in the event of employee absence. This will include covering the work of the Payroll Manager, Senior Accountants and the Head of Finance if required.
25. To work with the Systems Accountant to advise on systems development areas which will benefit the work of the department.
26. To develop and deliver training material on financial matters to both team members and the wider organisation, as required.
27. To take responsibility for undertaking continuing professional development activities to maintain technical accounting and taxation knowledge and understanding.
28. To work flexibly during busy periods such as budget preparation and accounts closedown. This may require additional hours and / or late nights.
29. To represent the department at internal meetings and to represent the Service at external meetings, as required.
30. Any other duties which may reasonably be regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the proviso that normally any significant changes of a permanent nature should be incorporated into the job description in specific terms.

General Responsibilities (all employees)

1. Health and Safety

   To take reasonable care for your own health and safety at work and that of other persons who may be affected by your work activities.

   To co-operate with Nottinghamshire Fire & Rescue’s attempts to comply with health and safety legislation. Where appropriate you must safeguard the health and safety of all persons affected by the work activities you supervise at any premises you have control over.

   To work in a safe manner in which you have been trained and instructed and advise your line manager of any health and safety problems you become aware of.

   To familiarise yourself with the contents of the Service’s Written Safety Policy, as well as any technical information provided to assist you to operate appliances or equipment or to handle hazardous substances.

2. Use of equipment and other appliances

   To take proper care in handling, operation and safeguarding of any equipment, vehicles or appliance, used or issued by the Service or provided or issued by a third party for individual or collective use in the performance of the job holder’s duties

3. Equalities

   To uphold the Nottinghamshire Fire and Rescue Service’s Fairness at Work and Equal Opportunities policies and practices and to treat all colleagues, service users and contacts with respect and in accordance with the expectations laid down by the Service.

   To promote and deliver fair and quality services that are sensitive and responsive to all service users.

4. Code of Conduct

   To adhere to the standards of the Code of Conduct established by the Service.

5. Personal Development

   To keep up to date with current practice, undertake training and Continuous Professional Development as appropriate.

6. Information Technology

   To comply with security measures to protect against unauthorised access to, alteration or disclosure of information held on computer and ensure adherence to the principles of the Data Protection Act.

   To undertake any training and operation of new technologies and associated systems as required.