Finance Manager

Purpose of the Job:

The Finance Manager is responsible for the operational management of the Foundation’s finance function, ensuring robust financial controls, accurate financial processing, effective financial systems and full compliance with financial policies and procedures.

Reporting to the Finance Director, the postholder will oversee the day-to-day financial operations of the Foundation, ensuring income is collected promptly, expenditure is appropriately controlled, financial transactions are processed accurately, and financial records are maintained to a high standard.

The Finance Manager will lead the continuous improvement of financial systems, procedures and controls, provide timely and accurate financial information, support budget holders and manage the team of finance assistants. This role will promote strong financial discipline, accountability, value for money, and effective stewardship of Foundation resources.

Duties and Responsibilities:

Financial Operations, Systems and Controls

• Lead the day-to-day operation of the Foundation’s finance function, ensuring an efficient, accurate and responsive service.
• Develop, implement and maintain robust financial systems, procedures, workflows and internal controls.
• Ensure all financial processes are clearly documented, regularly reviewed and consistently applied across the Foundation.
• Maintain effective segregation of duties, access controls and authorisation arrangements.
• Ensure compliance with the Foundation’s Financial Regulations, Scheme of Delegation, procurement requirements and relevant policies.
• Monitor financial transactions and control accounts to identify errors, anomalies, duplicate transactions, unusual activity or control weaknesses.
• Investigate control failures promptly, implement corrective action and escalate significant issues to the Finance Director.
• Lead continuous improvement initiatives, including appropriate automation, to strengthen efficiency, accuracy, reporting and accountability.
• Act as an operational lead for finance systems, ensuring system integrity, appropriate user access and effective use by the finance team.
• Maintain standard operating procedures, control checklists and clear month-end and year-end timetables.

Income Management, Debtor Control and Cash Collection

• Ensure invoices and other requests for payment are raised promptly, accurately and against the correct funding, contractual or service information.
• Maintain effective credit control and debt recovery processes across all income streams.
• Proactively monitor and pursue outstanding debts in line with agreed timescales and escalation procedures.
• Produce, review and distribute regular aged debtor reports, with clear actions, owners and follow-up dates.
• Liaise with local authorities, commissioners, funding bodies, parents, carers and other organisations, as appropriate, to resolve invoice queries and secure timely payment.
• Escalate significant, disputed or high-risk debts to the Finance Director and maintain a clear record of actions taken.
• Monitor debtor performance, identify recurring issues and implement improvements to reduce late payment and bad debt exposure.
• Ensure income received is allocated correctly, reconciled promptly and supported by appropriate documentation.
• Maintain effective controls over credit notes, refunds, write-offs and changes to customer records.

Purchase Ledger, Payments and Expenditure Control

• Oversee purchase ledger operations and ensure supplier invoices are processed accurately, completely and within agreed timescales.
• Ensure invoices are matched to appropriate purchase orders, receipts, coding and authorisation before payment.
• Oversee payment runs, ensuring payments are accurate, appropriately authorised and made in accordance with agreed terms.
• Maintain accurate supplier records and robust controls over the creation and amendment of supplier bank details.
• Reconcile supplier statements regularly and ensure queries, duplicate invoices and disputed balances are resolved promptly.
• Monitor expenditure to ensure compliance with budgets, procurement procedures, delegated limits and value-for-money expectations.
• Support budget holders to understand and follow purchasing, coding and approval procedures.
• Maintain effective controls over expenses, purchasing cards, petty cash and other payment methods.

Financial Processing, Payroll Interfaces and Reconciliations

• Ensure journals, accruals, prepayments, income, expenditure and other financial transactions are processed accurately and on time.
• Oversee timely bank reconciliations and ensure reconciling items are investigated and cleared promptly.
• Ensure monthly balance sheet and control account reconciliations are completed, evidenced and independently reviewed.
• Maintain effective interfaces and reconciliations between finance, payroll and other relevant systems.
• Work with payroll colleagues or providers to ensure payroll information is complete, authorised and accurately reflected in the financial ledger.
• Investigate discrepancies and ensure corrective entries and process improvements are completed promptly.
• Maintain accurate accounting records and supporting documentation, ensuring clear audit trails and readiness for audit throughout the year.

Budget Monitoring and Financial Reporting

• Prepare accurate and timely monthly management information for the Finance Director.
• Support the production of monthly management accounts, forecasts, cash flow information and financial reports.
• Provide budget monitoring information and clear variance analysis to budget holders and senior leaders.
• Work with budget holders to investigate variances, improve forecasting and address emerging financial pressures.
• Produce financial dashboards, performance indicators and other management information as required.
• Support the Finance Director with reports for the Senior Leadership Team, committees and trustees.
• Ensure reporting information is supported by reconciled records and is presented clearly to financial and non-financial audiences.

Cash Flow, Banking and Treasury Administration

• Monitor short-term cash flow and provide accurate information to the Finance Director.
• Oversee day-to-day banking administration and ensure bank mandates, access arrangements and payment controls remain current and secure.
• Ensure receipts, transfers and payments are recorded promptly and accurately.
• Monitor cash balances and expected receipts and payments, highlighting potential issues at the earliest opportunity.
• Maintain secure and appropriately controlled arrangements for cash and other Foundation financial assets.

Audit, Compliance and Governance

• Support the preparation of annual accounts, year-end working papers and audit schedules.
• Act as a key operational contact during audit fieldwork and provide accurate supporting documentation within agreed deadlines.
• Coordinate the implementation of audit recommendations and maintain evidence of completed actions.
• Ensure operational compliance with relevant Charity Commission, Companies House, funding, tax and statutory requirements, under the direction of the Finance Director.
• Support the review, development and implementation of financial policies, procedures and internal controls.
• Assist with financial risk management, fraud prevention, assurance activity and maintenance of appropriate records.
• Report suspected fraud, irregularity, data breach or material control failure immediately through the appropriate Foundation procedures.

Leadership and Team Management

• Provide effective day-to-day leadership and management of the finance team.
• Allocate workloads, set clear deadlines and monitor delivery against agreed service standards and financial timetables.
• Develop, motivate and support staff through induction, supervision, performance management and professional development.
• Ensure appropriate cover, resilience and separation of duties within the team.
• Promote a culture of accuracy, accountability, collaboration, customer service and continuous improvement.
• Ensure finance staff understand and consistently follow documented systems, controls and procedures.

Stakeholder Support and Engagement

• Build positive and productive relationships with budget holders, senior leaders, trustees, auditors, suppliers, commissioners and funding bodies.
• Provide clear advice and guidance to colleagues on financial systems, processes and procedures.
• Provide training and support to budget holders and other users of financial systems.
• Communicate financial information clearly, professionally and appropriately to both financial and non-financial audiences.
• Support the Foundation’s commitment to transparency, accountability and value for money.

Other Specific Requirements

• To participate in the Foundation’s programme of performance management.
• Understand their professional responsibilities in relation to the Foundation’s policies and practices.
• To participate in whole Foundation training days.
• To ensure your Essential Training/Reading is kept up to date as well as any CPD relevant to the role.
• To work across all Foundation sites as and when required by line management.
• To undertake such other duties appropriate to the post as may from time to time be required to ensure the smooth and efficient running of the Foundation.

How to apply: SAMpeople Recruit

For further information and to arrange an essential visit as part of the recruitment process, please contact HR at the following email address: HR@WHSFOUNDATION.ORG.UK 

Please note we do not accept CV’s

The William Henry Smith Foundation is committed to safeguarding and promoting the welfare of children and adults and expects all staff to share this commitment. The foundation has effective child and adult protection policies which provide clear direction to staff and others about expected codes of behaviour in dealing with safeguarding issues. Our recruitment process aims to create and maintain a safe workforce and contains robust vetting procedures. The successful applicant will be appointed subject to references and enhanced DBS check (this is a position working in regulated activity). The successful candidate will be subject to a rigorous safer recruitment process and must adhere to a strict code of conduct regarding behaviour at all times. Shortlisted candidates will be subject to online searches in accordance with KCSIE 2025. The Foundation is also committed to promoting the spiritual, moral, social and cultural development of both students and staff and reflects life in Modern Britain.