Finance & HR Supervisor

The finance and admin team are a very busy team that currently work across 6 companies ensuring the financial, hr and administrational records are up to date and correct in accordance to company process and policy.  The Finance & HR Supervisor will have a positive approach to development of the Finance & HR team along with the overall development of the business processes.  They will be able to multitask, work under their own esteem, have clear communication skills and be able to work across many different IT based systems.

The Finance & HR Supervisor is a varied role which has responsibilities that span across company finance, HR and central administrational duties.  This role is accountable for overseeing the Finance & Admin Assistant in all their financial duties ensuring they accurately record the company customer & supplier financial activities.  They are also responsible for all other financial transactions that are input into the company financial system, ensuring that the financial information/systems balance and that both customers and suppliers pay or are paid within the terms agreed. They are also responsible for preparing reports for the Finance & HR Manager and working with them on ensuring third party payments are made such as VAT, PAYE etc.

The role also covers aspects of HR administration, where the successful candidate will work closely with the Finance & HR Manager in ensuring all HR systems are up to date, all employees have carried out allocated training, all working hours, sickness and holiday activities are recorded and reported in accordance with company process.  They will also assist in providing correct information to the payroll provider to ensure all employees are paid correctly.

Along with this, this role also supports both the Finance & HR Manager with the central administration of the company duties which would include helping the Finance & Admin Assistant gather quotes etc for company & vehicle insurances, and overseeing the planning and organisation of any repairs to the company premises, arranging meetings, stock control of stationery & company uniforms etc.

The Finance/HR Supervisor also oversees the day to day running of the finance & admin office, thus being responsible for ensuring any relevant departmental processes are created and followed and any non-adherence is dealt with and raised if persistent issues are being raised.   Ensuring the Finance & Admin Assistant carries out their duties effectively and supporting them where necessary.

It is hoped that this role will develop as the company grows into a more specialised role either in Finance or HR.

While the above forms the core of the day-to-day role, additional activities maybe requested of you, and as a pro-active member of the team you would be expected to help in any reasonable request that facilitates the smooth running of the department.  A fuller list of day-to-day tasks can be found in section 3.3 of this document

Some of the skills we are looking for include: –

• Excellent Time Management
• Excellent organisational skills, able to handle multiple tasks and meet deadlines
• Good customer service skills
• Good general education
• General Understanding and knowledge of recording company financial activities
• Knowledge of Sage Accounts Software (or a similar product)
• Knowledge and understanding of VAT
• Good written and oral communications
• Administrational experience
• Experience of using ICT including Excel, Word, outlook, Sage and management information systems
• Good head for figures

Communication

• Communication with the Finance & Admin Assistant and Finance & HR Manager when necessary
• Communication with teams throughout the business via email, telephone and face-to-face, whichever is appropriate.
• Communication with customers, suppliers and third-party companies/organisations.

Systems & Reporting

• Company Intranet (CORE Software)
• Sage Accounts (May change to Xero)
• Other third-party systems/portals

Specific Duties

The duties listed are across the company currently either within the ESP group or are owned by the Managing Director.  These currently include ESP Projects Limited, ESP At Home Ltd, Digital Exchange, Napiar, JADE Properties

Financial

• Oversee the accurate production of customer invoices, ensuring they are imported to the company financial system, posted and email out to relevant customers.
• Oversea the accurate production of internal & external purchase orders, ensuring they are imported to the company financial system.
• Oversee the importing and recording of purchase invoices are carried out in accordance with the company process
• Taking ownership of invoice queries that cannot be dealt with by the Finance & Admin Assistant and take through to resolution or to the point where it needs to be handed to Finance Manager. Ensuring any queries are recorded in accordance with company processes and all queries are taken through to conclusion.
• Act as 2nd line personnel for all credit control activities and raising any issues that cannot be resolved with the finance manager.
• Oversee daily entry of bank and weekly entry of credit card & Paypal transactions for all company’s onto the companies financial systems including customer and supplier payments.
• Carrying out bank and credit card reconciliations as per process and resolving any discrepancies or reporting them to the Finance/HR Manager.
• Administering Petty cash– large sums are carried out under the authorisation of the finance/HR manager.
• Process direct debits in accordance with the direct debit regulations across all the companies.
• Ensuring finance KPI’s targets are met and imputed into the companies Intranet.
• Check and process VAT

HR Duties

• Carrying out new employee inductions in accordance to process and policy in the absence of the HR manager
• Ensuring all employees information is up to date on mentor
• Processing sickness and ensuring all records are up to date.
• Processing monthly timesheets and payroll in preparation to send to payroll provider
• Prepare new/renewal/amendments to employment contracts
• Overseeing purchasing and processing of engineers uniforms

General Administrative Duties

• Supporting the Financial & HR Manager in organising new leases for offices/vehicles etc
• Supporting the Financial & HR Manager when ensuring all vehicles as insured/taxed/tested and fuel cards etc are allocated
• Supervisor to the Finance Administrator & Admin & Finance apprentices and supporting their development.
• Support the Finance & HR Manager in auditing and preparing ISO documentation
• Ensuring the health & safety of their team is monitored and record as and when necessary and any issues highlighted to the Finance & HR Manager.

Property Management

• Oversee all necessary repairs for both the company’s offices and its tenanted properties
• Oversee the arrangement of inspections of company offices for health & safety purposes and also inspections of tenanted properties to adhere to the SLA’s for the landlords of such properties.
• Ensure accurate property information such as meter readings etc and reporting them to the relevant suppliers etc is gathered and reported to the relevant suppliers etc

While the above forms the core of the day to day role, additional activities maybe requested of you, and as a pro-active member of the company you would be expected to help in any reasonable request.

Reporting To

Finance & HR Manager

Direct Reports

This role currently has no direct reports.