Finance Department Job Title: Finance Manager Reporting to: Chief Executive Responsible for: Finance Team (currently two Accounts Administrators) Location: Birmingham Centre, Catherine-de-Barnes, Solihull B92 0DJ Hours: Negotiable but around 20 hours per week, ideally over 4 days (e.g. 9.30am - 3.00pm, 30 minutes unpaid break) Duration: Permanent Works with/key contact: Board of Trustees, Chief Executive, Heads of Departments and other budget holders Competitive salary based on contracted hours October 2025 Salary: Revised: Summary • To lead and oversee the financial management of Birmingham Dogs Home and its trading subsidiary, ensuring robust financial controls, compliance with statutory requirements, and timely, accurate reporting that supports effective decision-making across the organisation. • The Finance Manager will play a key role in developing the charity’s financial strategy and supporting the Chief Executive and Board of Trustees in delivering long- term financial sustainability. • To ensure that financial operating procedures are adhered to. • To ensure that statutory or regulatory reforms are enacted and that written procedures are amended. • To provide timely and accurate reports on financial matters to the Chief Executive, Senior Managers, budget holders, the Finance and Investment Sub-Committee and the Board of Trustees. • To act as the primary contact with external auditors on matters involving financial record keeping. • To line manage, mentor and develop the Finance Team as well as provide appropriate financial support and education to budget holders within the Charity. 1 Roles and responsibilities PRIME RESPONSIBILITIES • Support the efficient day to day management of the Charity through contribution to management meetings and production of accurate, timely reports. • Review existing financial control measures and to amend them in a timely manner to reflect best practice any prevailing legislation. This will include VAT processes, income receipts and cashflow for the Charity. • Manage daily accounting processes, ensuring all financial transactions are accurately recorded. • Manage and develop the Charity’s financial accounts software and regularly to review and support integration with other software platforms used by the Charity and Trading Company. • Ensure the Charity achieves its financial compliance obligations and has robust financial controls. SPECIFIC DUTIES • Monitor income and expenditure against budgets and produce monthly variance reports for budget holders. • Liaise with the relevant manager in recording the Gifts in Kind process / stock control. • Supportively challenge ongoing budgetary non-conformances and where appropriate, report instances to the Chief Executive, thereby maintaining an effective administration of financial accountability. • Ensure that the Charity’s financial procedures are adhered to; specifically by: - In conjunction with departmental managers carrying out an annual review of the Financial Procedures Manual and updating as required; - monitoring that budget holders obtain 3 quotes prior to entering into expenditure decisions; - monitoring expenditure proposals to ensure that authorisation levels are not exceeded; - managing all queries relating to payments and order deliveries; - accounting for VAT and submitting claims to HMRC for VAT refunds; - overseeing the checking of invoices for accuracy to ensure there is no - overcharging or repetition of claims for payment; controlling payment of invoices and expenses in respect of suppliers and employees; - managing the processing of authorised employee expense claims; - monitoring the process of daily cash handling (including cashing up tills and recording income) to ensure standard operating procedures are followed and records are accurate; - managing the processing of all bank movements daily; - managing the reconciliation of all bank accounts at least monthly; - managing the recording of all Gift Aid declarations to claim back Gift Aid from HMRC; - managing the collation and verification of timesheets for the monthly payroll submission; 2 - completing a monthly internal audit of the payroll data that has been submitted by the Heads of Departments; - To submit the Annual Return to the Charity Commission; - To update the Charity Commission with changes to the Charity’s details and Trustees; - To submit changes in Directors’ details to Companies House; - To ensure compliance with the Payment Card Industry Data Standards; - In conjunction with the Charity’s Insurance Brokers and the Chief Executive carry out the annual review of its insurances, ensuring adequate cover is maintained; - To liaise with the Charity’s Investment Managers and review the performance of its investments in conjunction with the Finance and Investment Sub-Committee. Reports The post holder will line manage the Finance Team currently comprising two direct reports who job share the Accounts Administrator role. One of our Accounts Administrators is qualified to AAT Level 3 and the other to AAT Level 4 and they each work around 20 hours per week, ensuring that the Finance function is routinely covered Monday to Friday. Other Commensurate Duties • To maintain all relevant databases, appropriate filing systems and data storage, ensuring accuracy, confidentiality and legal compliance is maintained in line with GDPR. • Any other duties commensurate with the responsibility and remit of the role, including the provision of cover for colleagues during periods of role vacancy, holiday or sickness. • To liaise closely with other departments to ensure good communication and positive and supportive relationships are maintained. • Adhere to the Charity’s policies and procedures and the HR policies set out in the staff handbook relating to staff discipline, contracts, terms of employment, health and safety and equal opportunities. • Promote at all times the work and good name of the Charity and in so doing so, act as an ambassador for the charity, promoting our mission, public awareness and endeavour. • To keep up to date with relevant company law and Charity Commission regulations. Hours of Work Around 20 hours per week, ideally over four days between Monday and Friday. In order to meet the requirements of the post it may be necessary to work outside these hours from time to time to facilitate the smooth running of the charity. A degree of flexibility is expected from the post holder to meet these needs if required. 3 No overtime will be paid for any extra hours worked however time off in lieu for the extra hours will be available as arranged and agreed with the Chief Executive. Essential Criteria Recruitment Assessment Area Minimum 3 years’ experience, ideally, in managing financial operations for an SME or charity, including budgeting, audit and financial process improvement • Application • Interview and/or The post holder will preferably be ACCA/CIMA CGMA qualified or qualified by experience in a similar financial management role. Ability to work as part of a small team Strong sense of responsibility, accuracy and accountability Excellent organization and planning skills Ability to work flexibly, pragmatically, autonomously and to deadlines An interest in animal welfare desirable IT literate especially with Microsoft Word, Excel, Sage 200 and Sage 50 Payroll UK Driving Licence Desirable Criteria Experience of working with a charity or not for profit organisation Experience of working with volunteers • Application • Interview • Application • Interview • Application • Interview • Application • Interview • Application • Interview • Application • Application • Application • Interview • Application • Interview 4