Introduction

Stapleford Granary is a study centre for arts, design, music and culture. The formerly derelict range of farm buildings has been sensitively converted into a number of beautiful spaces including the Granary Hall, Café, and Foyer, art studios, seminar and meeting rooms and also office space for ACE Cultural Tours. The site attracts around 50,000 visits a year to concerts, art classes, educational activities and to a beautiful coffee shop.

The Association for Cultural Exchange is a Cambridge-based educational charity, founded in 1958 by Philip Brooke Barnes. It seeks to encourage and develop cultural understanding, both within the UK and internationally.

Philip developed two passionate and enduring convictions. The first was the importance of education in encouraging cultural relations and international understanding. The second was in the value of lifelong learning, without limits on access or age.

This is an exciting time to join ACE Cultural Tours and influence the organisation's growth.

The role heads up the in-house finance function for ACE Cultural Tours and the Association for Cultural Exchange (including its subsidiary Stapleford Granary). It involves producing monthly management information, managing all aspects of financial liaison with trade associations including quarterly returns and annual applications, and a number of statutory returns. 

The Financial Controller has a strategic role and is responsible for financial planning and guiding the senior management team, working together to optimise the company's growth. Within a small team, the role will also require line management of a finance assistant and hands-on control of the bookkeeping and other financial systems.

The Financial Controller will report to the Managing Director of ACE Cultural Tours.

This role will be for 4 days (30 hours) per week.

Main responsibilities
Monthly management accounting

• Produce monthly management accounts in an agreed format and timetable for three entities.
• Produce monthly operating statistics

Budgeting and forecasting

• Develop and produce annual and long-term financial budgets to inform the financial strategy of each company and which meet the needs of internal staff and external stakeholders.
• Compare forecasts with actual income and expenditure and report on variances.
• Close liaison with each senior management team in order to identify opportunities for growth and enhance profitability.

Profit reports

• Ensure Tours profit reports are populated with tour costs and income and regularly reconciled.
• Ensure profit reports are completed so that accurate information is available to support monthly management accounts.
• Provide margin reports for Café & Bar sales and to assist with business development proposals.

Line management

• Support the development of the Finance Assistant and assist them to carry out their responsibilities in an efficient and timely manner.
• Some bookkeeping tasks will have to be undertaken at peak periods.
• Overall responsibility for ledgers.

Year-end accounts to trial balance 

• Maintain systems which enable quick and accurate compilation of accounts at year end to trial balance. 
• Be able to demonstrate the accuracy and completeness of figures to internal directors and external auditors.

Travel trade reporting

• Complete and submit returns to travel regulatory bodies including the Civil Aviation Authority and ABTOT on a quarterly basis.
• Complete annual trade license renewals and provide information for bonding obligors.

Regulatory compliance 

• Review and approve Statutory accounts for three entities including consolidated accounts.
• Complete and submit quarterly VAT returns for the Group including TOMS and partial exemption calculations.
• Exploitation of VAT opportunities and management of any potential disputes.
• Review of Corporation Tax computations.
• Annual Audit and Auditor relationship management.

Finance overview of the Association for Cultural Exchange Limited

• Agree required financial oversight of the Association with senior staff of the charity and Chair of Trustees and ensure agreed procedures are implemented to a timetable.
• Complete and submit Charity accounts and annual returns.
• Provide Information to support fundraising objectives.

Financial management 

• Manage and administer all banking procedures.
• Manage and administer all foreign currency requirements.
• Assist with the foreign exchange buying strategy, monitor purchases and use of foreign exchange and contribute to discussions on improved strategies.
• Cashflow management including maximising returns from available cash.

Reporting to management meetings 

• Compile and deliver financial reports for monthly management meetings.
• Report at quarterly Trustee meetings.
• Liaison with Trustee Finance Committee.
• Recognise and suggest improvements which could impact positively on the financial wellbeing of the company.

Payments

• Liaise with staff to establish guidelines for supplier contracting and payment terms.
• Ensure payment of invoices can be managed reliably and efficiently within the finance area. 
• Payment approvals.

System development

• Management and review of financial systems.
• Assist with the development of new systems and reports of financial information. 

Payroll

• Manage changes to payroll for ACE Cultural tours.
• Manage PAYE payments to HMRC.
• Produce annual P11d returns.
• Pension scheme management.

Additional responsibilities

• Contributing ideas to company meetings both from a financial and commercial perspective.
• Manage local business rates and report building changes to the Valuation Office Agency.
• Occasional travel in the UK and abroad to learn more about products at first hand.

Essential skills

• Accounting qualification – ACA/ACCA/CIMA.
• Experience in a commercial environment.
• High level of accuracy and attention to detail.
• Ability to complete tasks to an agreed timetable.
• Flexible and adaptable to evolving business challenges.
• Good verbal and written communication skills.
• Ability to use all appropriate IT systems. The accounting software used is Sage 200.
• Excellent knowledge of Excel.

Attributes

• Confident and enthusiastic approach.
• Self-motivated, positive, resourceful and professional.
• Confidential and discreet.
• Able to work with a high degree of autonomy but know when to request help.
• Ability to motivate, coach and develop finance team.
• Desire to work with colleagues to produce positive outcomes and improvements.
• Calm, constructive and focused under pressure.
• Conscientious.
• Quick learner.

Additional information

Disclosure and Barring Service checks may be required before the post holder accompanies tours.

The post holder will benefit from a competitive salary and after a qualifying period, company contributions into a group's pension scheme. Leave entitlement is 25 days per year and 8 public holidays for full-time staff.

Normal working hours are 0900-1700 Monday to Friday with 30 minutes lunch break.