Finance Manager

Association of Illustrators

www.theaoi.com
Closing date 26 June 2022
Location London with a a combination of office and home working
Position type Permanent
Role Finance / Purchasing
Education Bachelor's
Experience >5 years
Salary Up to GBP 45,000
Benefits See below

Job description

About the AOI

The Association of Illustrators (AOI) is a not-for-profit membership organisation, whose goal is to champion and celebrate the illustration industry. We are the global leaders in our field, supporting our 3000 members in all areas of professional life.

The AOI is a dynamic, growing organisation with an exciting future. We offer 1-1 advice, deliver events, produce publications, present the World Illustration Awards, and undertake important campaigning work. We are a small, welcoming staff team, with supportive management.

We work in a very creative environment with creative people. The illustration industry is an exciting part of our Creative Industries, full of artistic innovation and fascinating, friendly people. All of this makes the AOI a rewarding and stimulating place to work.

The Finance Manager plays an essential role in supporting our organisation with effective financial management.

About the role

Reporting to the CEO, the Finance Manager will ensure the AOI's smooth running and financial robustness. The Finance Manager is responsible for all aspects of The AOI’s finances, ensuring the accurate and complete recording of all financial transactions, compliance with internal and external controls, and timely analysis and reporting.

As part of a dynamic and ambitious team, the Finance Manager will ensure that the AOI has the financial systems and resources in place to implement its strategy.

The role will manage and oversee the work of the Finance Assistant who runs the day-to-day financial accounting processes.

Person specification

  • Qualified accountant (ACA/ACCA/CIMA or equivalent)
  • Post-qualification experience of:
    • Preparing management accounts
    • Preparing budgets and cashflow forecasts
    • Developing and reviewing effective financial systems and controls.
  • Experience using accountancy software, and the ability to use MS Excel to a high level (including pivot tables).
  • Strong analytical and numerical skills with a high level of attention to detail.
  • Experience in dealing with auditors and a clear understanding of their requirements.
  • The ability to produce accurate and concise reports to inform organisation decisions and objectives
  • Successfully managing multiple competing priorities while meeting deadlines and objectives in a high-pressure environment.
  • Experience in people management and a strong team player.
  • Understanding of non-profit accounting requirements and recognition of the challenges faced.
  • Experience in using Sage online accounting system (desirable).  

Job description

Financial Management
  • Overall responsibility for accurate and timely financial accounting.
  • Responsible for establishing appropriate internal control systems in conjunction with the CEO.
  • Work with the CEO to develop and deliver an appropriate financial plan and be responsible for delivering this plan, analysing risk and reporting against these areas.
  • Responsible for ensuring the AOI uses an appropriate accounting system (currently SAGE) and that this is up to date, secure and integrated well with other systems.
  • Draft all submissions to HM Revenue and Customs (including VAT returns, Corporation Tax calculations for VAT partial exemption, and review of liability).
End of Year Accounts and Reporting
  • Ensure the timely annual examination of accounts undertaken by an independent third party, including the preparation of all supporting paperwork and financial statements.
  • Submit all relevant paperwork to Companies House, including managing Board appointments and departures.
Budget and Forecasts
  • Prepare and present monthly management accounts, budgets, forecasts and cash flow projections for the CEO and Chair.
  • Prepare quarterly reports for the board including management accounts and annual budget proposals.
  • Prepare reports for other financial management purposes as and when requested e.g. on subscriptions, salaries, etc.
  • Develop and present various financial models to the CEO and board as requested to inform strategic decisions.
  • Prepare an annual budget in conjunction with the CEO and managers for approval by the board in advance of the year-end each year.
  • Attend board meetings when requested to do so, and respond to all relevant enquiries.
Accounting and Cash Flow Management
  • Liaise with the CEO and Managers on projected spending, adjusting forecasts as required and highlighting anomalies.
  • Make a timely payment on all invoices within financial authorisation levels and with appropriate approval.
  • Ensure supplier and customer records are correctly set up and maintained.
  • Ensure all bank accounts including payees, standing orders, and Direct debits are kept up to date and maintained correctly.
  • Issue sales invoices and ensure they are paid. • Process refunds with the appropriate approvals.
  •  Operate a debt management policy to ensure effective debt collection.
  • Ensure clear communication with the staff team, and with Members to ensure the smooth running of the AOI and excellent customer service.
Payroll, Staff and Directors
  • Responsible for payroll and the payment of salaries, NIC and pension enrolment and contributions, new employee onboarding etc.
  • Working with outside agencies to process the AOI pension scheme.
  • Responsible for the preparation of paperwork for new and departing staff.
  • Responsible for ensuring Companies House has accurate and up to date information on Directors.
  • Responsible for managing the Finance Assistant, including ensuring his tasks are completed to the highest standards.
Equipment and Governance
  • Manage the leases for hired office equipment, seeking the best value in all cases.
  • Ensure appropriate, comprehensive insurance is held at a competitive rate and is up to date.
  • Ensure GDPR compliance in all areas of finance.
  • Working with the external web maintenance company, ensure AOI is PCI DSS compliant.

Employment terms

Salary: £40,000 - £45,000 depending on experience.

Contract: Full time (40hrs), permanent contract of employment.

Location: London, with a combination of office and home working.

Why it’s great to work at the AOI

  • 33 days of annual leave including bank holidays (increasing to 38 days depending on length of service).
  • Flexible hybrid working arrangements available.
  • Training and development opportunities, to help you to grow and succeed within our organisation.
  • Creative, friendly, and inclusive working environment.

Our offices are based in Somerset House, a vibrant hub of creative industries, built around one of the most beautiful courtyards in Europe. As a Somerset House resident, you will receive a range of perks, such as local discounts and priority access to events. You will also receive free exhibition entry across a broad range of London galleries and museums. You will love being part of the Somerset House community which is an inspirational and highly creative place to work.

How to apply

Please send a CV and cover letter (no more than 2 sides of A4) addressing why you are interested in this role, and how your experience demonstrates you meet each point of the person specification. Please address each point explicitly.

You should include the names and contact details of two referees, including your most recent or present employer. We will not contact your references without informing you.

The AOI believes in diversity and equality. We want to build a team with a diverse range of perspectives, backgrounds and skills, and especially welcome applicants who are under-represented within the illustration industry. We know that diversity is a strength, and we look forward to hearing from all interested applicants.

Questions and applications should be emailed to jobs@theaoi.com

Deadline for applications: Midnight Sunday 26th June 2022