National Museums Liverpool: Finance and Administration Manager

National Museums Liverpool: Finance and Administration Manager

Salary: £18,700 pa
Location: World Museum
Level: Administration
Deadline: 13/10/2016 12:00
Hours: 40.00
Benefits: Company Pension Scheme, EAP, Travel Loan Scheme, Childcare Voucher Scheme
Job Type: Established [A]

National Museums Liverpool Trading Ltd. is currently seeking to appoint an experienced Finance and Administration Manager to join a fast growing Events division.

Purpose of the Role

To undertake a lead role in developing, implementing and monitoring the day-to-day financial and administrative responsibilities of the Events division.

The role is responsible for maintaining strict controls in financial, accounting, administrative and to ensure all records are kept up to date, while assisting the Head of Events to ensure the department is maximising cost savings.

This role has strong links with the Finance Department ensuring all revenue and cost lines are documented correctly and reported in a timely manner.

Main Duties

Stock Control, Budget and Finance
To actively seek out areas of efficiencies and cost savings within the operation
Ensure compliance with cash handling procedures, including weekly cash collections and completion of the safe log
Manage the contract for the PDQ machine for the department
Manage the end of month process for the events division. This includes managing invoices, credit notes, wastage, accruals etc. This information must be reported to the Finance Department within the agreed time scales and format
In conjunction with the Purchasing Manager and auditor’s, assist in the completion of the monthly stock take schedule for the events division
Maintaining strict stock rotation, waste records and waste prevention methods
To work with the finance department and head of department to cross analyse the stock consumption against physical cash reconciliation
Maintain and update the purchase order record ensuring that each month balances
To assist in the creation of and manage internal audit stock controls with ad-hoc testing procedures throughout the month
To report on purchases and maintain all finance procedures to assist the Finance department
To produce a monthly report of expenditure. Balance the report against the budget
Assist the head of department in devising the yearly sales targets and expenditure budgets
Investigate cost of sale on a monthly basis to safeguard budgets and efficiencies. Submitting reports to Head of Events
Staff feeding reports composed and delivered weekly
Record all wage costs and produce a weekly report to balance against the budget
Produce all debtor invoices and liaise with the Finance department to ensure all invoices are paid
Monitor aged debtors and pursue for payment when necessary
Maintain and process all financial data for all events
Provide timely and accurate data and reports for Finance Department and Head of Events
Nurture the relationship between the Events division and Finance department by attending regular quarterly meetings

Products and Services

Assist the Events Sales Managers and Operations Manager to drive sales, achieve profit targets and control margins
Manage and record all of the Christmas booking payments and administration
Record all monetary transactions to the Finance Department and manage capacity levels in conjunctions with the Events Sales Manager
Maintain a professional relationship with all clients when dealing with invoice generation, payments and contracts
Work closely with the Purchasing Manager to manage any price increases on all commodities purchased by the events division. Safeguarding against increases that are beyond contractual boundaries and communicating any increases to all affected remits
Assist in the management of procurement and set up of new suppliers for all commodities and services as and when contracts expire
Administration
Maintain and develop excellent client records from initial point of contact to event delivery
Ensure that all clients have completed all legal requirements in advance of their event. Documentation includes contracts, terms and conditions and bank detail forms
Ensure risk assessments are written and ‘value for money’ business cases are in place for all expenditure in order to comply with audit checks
Assist the Events Operations Manager in ascertaining risk assessments and public liability insurances etc
Develop and maintain the administration process in order to produce efficiencies for the department
Assist the Purchasing Manager in the management of suppliers to the events division
Assist in the tender process, contract creation and supplier agreement management
Produce reports on expenditure and cost lines on a monthly basis
Epos & Software Packages
Assist with the role out of new systems and procedures by assessing the needs of the business and working closely with third party providers
Ensure that information or data requested by the epos and software suppliers is delivered on time and in a rich format
Maintain clean data in the system at all times
Manage the cleanliness of the client database and report misuse
General
To work with the senior management team to drive standards
Maintain your product knowledge within the events industry and always be forward thinking in your approach to the business
Actively participating in strategic development of the business
Write and present value for money business cases
To assist in the compilation/maintenance of ‘Standard Operating Procedures’ documentation
Develop and implement robust financial and administrative procedures in conjunction with the Finance department
Responsible for establishing and maintaining excellent working relations with all external clients from the initial point of contact through the delivery of event and post event correspondence and feedback
Control the smooth running of the events department
Assist in diary management
Manage the office accommodation and comply with all Health and Safety regulations
Manage the stationary budget and orders
Health & Safety, Food Hygiene and Maintenance
To report all maintenance, house-keeping and cleaning issues to the appropriate departments, both internal and external. All decisions of equipment repairs above the contract which require additional spend must be authorised by the Senior Management Team
Report injuries or possible risks to health to the Senior Management Team.
Follow Company security procedures including loss prevention measures. Be aware of and adhere to Health and Safety at Work, COSSH and other legislation at all times
Communication within the business

Finance Department: Working with the Events Operations Manager, Head Chef and their respective teams, you will have continual involvement on a weekly, monthly and quarterly basis to communicate all debtors, supplier invoices, stock controls, wastage and purchases
H&S Safety and Estates Department: Constant communication is essential regarding all matters of health and Safety, security and maintenance.
IS Department: To ensure the efficient operation of the epos systems and stock control software you will liaise regularly regarding networks, data speed and integration with other systems
Marketing and Communications: All promotional activity is to be approved by the marketing department and the Senior Management Team in order to strengthen the brand

Communication outside the business

Epos and Systems Provider: Constant dialogue with the providers to guarantee that agreed tasks are met to the expected standard and on time. Requesting any software development required to improve the business. Managing changes in software
All suppliers: Negotiate supplier agreements with the Purchase Manager and manage the associated on-going service level agreements
External Clients: To provide a friendly and professional client face for the events division and ensure excellent client relationships are maintained
The details contained in this job description reflect the content of this job at the date of being prepared. It is however possible that over time the nature of the job will change. Consequently NML Trading Ltd will expect to revise this job description from time to time and will consult with the post holder at the appropriate time.

If you believe you have the skills and necessary experience, please apply by clicking below:

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Closing date for receipt of CVs is Thursday 13th October, 2016 at 12 noon.