Job Description

Please note this role is ideally full time, but we would consider 30 hours as a minimum if needed.



Please refer to the attached Job Profile for full details of the role.

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CAP celebrates the value of diversity and our aim is for our workforce to be as inclusive as possible as well as representing the communities we serve. With this in mind, we welcome and encourage job applications from people of all backgrounds. We particularly welcome applications from candidates from black and ethnic minority backgrounds. We are committed to continue building an environment that embraces diversity and includes all.





Context:



CAP is a national charity that is driven to help release people from debt, poverty and their causes through partnering with local churches. We do this by providing a variety of services: CAP Debt Help, CAP Job Clubs, CAP Release Groups and CAP Life Skills. We also help churches teach basic budgeting and money management skills through our CAP Money course. Our debt help service involves holding client assets and, since April 2014, has been regulated by the Financial Conduct Authority. The continued success of our work rests on a bedrock of vital background functions, which includes the finance department.





Purpose:



This role sits within the finance function and includes support within, primarily, client money, along with supporting the Charity finance function.



Client Money: This element of the role is concerned with all aspects of managing the Client Accounts, including daily payouts to priority and non-priority creditors and client withdrawals, uploading bank statements and performing reconciliations within our software, and dealing with enquiries concerning payment allocation and other matters. Charity Finance: This element of the role assists in the accurate accounting of the charity finances, primarily in the processing of expenditure invoices and expense claims and the allocation of income, including income reconciliation, setting up new accounts, campaigns and income changes.





Personality:



We are dedicated, enthusiastic and take a professional approach to our work, within a relaxed, supportive environment. The role reports to the Head of Finance Operations/ Head of Financial Planning & Analysis.

Responsibilities

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Client Money Related



Daily loading of the six Client Account bank statements into bespoke software



Daily internal and external reconciliations of the Client Accounts, ready for sign off by the Client Money Finance Manager or the Head of Finance Operations.



Processing daily payouts to creditors; client withdrawals; and daily urgent payments, including uploading into BACS ready for authorisation, ready for sign off by a senior member of the Finance Operations Team/Finance Business Partnering Team.



Maintenance of the Insolvency fees/grants spreadsheet, along with accounts monitoring, returning payments, chasing BACS details, transferring funds



Managing the client suspense account, investigation and allocation of missing and other payments, liaising with creditors (non-priority debts) and Charity Debt Advisors (priority debts)



Recognise and log any CASS breaches



Maintenance of the priority and non-priority creditor address books



Responding to workflows and dealing with client enquiries, including returning of funds, and contacting clients in connection with client money in closed accounts



Administration of current account switch services for clients



Maintenance of payments and fairshare inbox



Preparation of all monthly Fairshare (sales) invoices for the charity, and proactive review of ledgers to suggest which companies should move to quarterly invoicing. Ensure fairshare spreadsheets kept up to date, and work with the External Affairs team to ensure payment by companies. Ensure correct allocation on Finance and CRM systems.



Testing of proposed HOPE system changes on the test system, and feedback on any issues



Continuous improvement: ongoing review of own tasks to see if they can be made more efficient



Ensuring own tasks are documented and available to other team members in case cover needed





Charity Money Related



Loading statements and reconciliation of the Income and Expenses bank account in the absence of the Assistant Financial Accountant



Preparation of the weekly payment runs for suppliers and employee expenses



Raising ad-hoc payments to suppliers and employees on Lloyds Commercial Banking



Processing claims via the online expenses system and ensuring expenses are correctly authorised including setting up accounts



Ensuring monthly charge card statements are processed and correctly authorised



Shared maintenance of the finance and income inboxes



Shared maintenance of the Fixed Asset Register



Maintenance of petty cash system (cash tin and on accounting system), ensuring cash ready for charity staff who request funds



Preparation of monthly/year end nominal account reconciliations



Supporting the Assistant Financial Accountant with all income and other tasks when needed



Continuous improvement: ongoing review of own tasks to see if they can be made more efficient



Ensuring own tasks are documented and available to other team members in case cover is needed



Banking of cheques, charity vouchers and cash receipts prepared by Supporter care team



Submission of Direct Debit & mandate set up (AUDDIS) reports onto BACS and resolution of any errors or rejections, including assisting with yearly AUDDIS



Daily download and upload to Inspire (CRM system) of BACS reports (unpaid Direct Debits and cancellations)



Matching of all income transactions from daily bank statement on Inspire , using data loader for banked dates Direct Debit matching, sending thank you letters and emails, setting up new accounts, campaigns and income changes



Reconcile the income as listed on Inspire with the income in the bank each month, ensuring everything has been recorded accurately and amending any errors



Processing Gift aid after income match & reconciled



Creating and processing invoices for payments for yearly Fairshare and other Misc invoices



Processing post, filing and archiving records



Ensure Finance Support Hub, Confluence and Greenroom are kept up to date with policies, procedures & yearly insurance documents



Purchase orders





Measurable outputs:



Daily reconciliations completed and balanced by 9.30am each morning



Daily client payouts completed successfully



Responses to post, email, and telephone queries within agreed time frame



Insolvency fees/grant spreadsheet updated daily, funds transferred when necessary within 1 working day, payments returned within agreed time frame, and queries answered as a priority



Minimisation of number and value of items remaining in suspense account



Check all areas of work, including the complaints log and foreseeable harm spreadsheets, weekly for indications of CASS breaches



Number of workflows completed



New payee information added to address book within agreed timescale



Fairshare invoices prepared by fixed day of month



Minimal instances of non-payment by Fairshare companies



Testing of HOPE test system proposed changes completed to agreed time



Purchase Ledger updated by fixed day of month



Suppliers and expenses paid promptly within agreed SLA



Charge cards correctly approved, coded, and added to the system by the 5th working day of the month



Minimal errors on inputting invoices and payments



Ensuring all cheques and cash are banked within three days of receipt in Finance, once checked by Supporter Care



Direct Debit & AUDDIS reports submitted to BACS by deadlines



Process and allocate income on Inspire, reconciliation completed and previous month closed by third working day of the month



Written procedures documented to enable cover when on leave or sick

Skills required

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Ability to work accurately, quickly and with attention to detail whilst under time pressure



Excellent administration skills



Excellent communication skills



Ability to prioritise time, tasks and attention effectively



Confident IT user including Excel and accounting software



Excellent numeracy skills



Confident and friendly telephone manner



Good problem solving skills



Ability to work independently and proactively



A love for detail and excellence



Ability to work well as part of a team



Essential



General office and administrative experience, including IT



Telephone based customer service



Experience of working to tight deadlines



Experience of working independently



Experience of working with computers





Desirable



Experience of working in a finance environment



Experience of accounting software



Experience of using payment systems



Prior experience of working in a CASS 11 environment

Educational requirements

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GCSE Maths and English

Rewards and wellbeing

CAP offer a generous Rewards & Well-being package, including:


6.5% employer pension contribution 34 days annual holiday (including flexible bank holidays) 1 additional days holiday for each full year of service (up to a max of 5 additional days) 2 paid Mental Health days and up to 5 days Family Emergency leave per year Paid 'Revive' days to take time out with your team during the year Enhanced paid sickness, maternity, paternity and adoption leave Access to Employer Assistance Programme Gym membership discount Hybrid working Flexitime from day one (start/finish earlier or later in the day, accrue extra time off & achieve that work/life balance)


plus many more! (see the rewards brochure below under 'related documents' for further information and pro-rata details for part time employees)

Genuine occupational requirements

Under the 2010 Equality Act, schedule 9, we have a genuine occupational requirement for all employees and volunteers to be practising Christians.

For further information, please contact the People & Culture team on 01274 760720 (option 6) or email recruitment@capuk.org.

Information on genuine occupational requirements.

Diversity and inclusion

CAP celebrates the value of diversity and our aim is for our workforce to be as inclusive as possible as well as representing the communities we serve. With this in mind, we welcome and encourage job applications from people of all backgrounds. We particularly welcome applications from candidates from black and ethnic minority backgrounds. We are committed to continue building an environment that embraces diversity and includes all.

Safeguarding

All adults working in, or on behalf of the CAP have a responsibility to safeguard and promote the welfare of children and adults. This includes a responsibility to ensure a safe environment in which CAP Services can be delivered, and identify children and adults where there may be safeguarding concerns and to follow the CAP Safeguarding Policy in addressing any concerns appropriately.