Job Description

Job Title:  Accounts Manager

Responsible to :  The Owner

Shared responsibility for :  The Junior (“Staff Welfare”) Administrator

PURPOSE OF JOB

To ensure the success of Tokyo Diner:

  • by the efficient management of all financial information;
  • by timely preparation of of financial and management reports including budgets and forecasts which accurately reflect the trading position of the business;
  • through the support of other departments for the smooth running of administrative and office functions;
  • through maintenance of payroll and other records, and the timely submission of Real Time Information (RTI) to HMRC;
  • by ensuring compliance with regulatory requirements of other statutory bodies.

MAIN RESPONSIBILITIES AND DUTIES

  1. To report to the owner on all financial matters, communicating an accurate financial position of the business and bringing attention to variances from agreed budgets.

  2. To maintain all the standard bookkeeping procedures up to date, ie regular postings onto the current Accounts software, Quickbooks online.

  3. To prepare and produce regular reports and reconciliations including:
    • Monthly P&L;
    • Quarterly cash flow forecast;
    • Weekly sales and customer numbers;
    • Stocktake; Asset register;
    • Petty cash;
    • Monthly payroll.

  4. To comply (within the imposed deadlines) with all reporting requirements of statutory bodies, such as HMRC, Companies House, ICO, etc. (this includes such matters as: VAT Returns; RTIs; Confirmation Statements; and the timely settlement of any monies due), and to liaise with the Accountants on such matters.

  5. To maintain a good and courteous relationship with all Banks, Accountants, Suppliers, Contractors and Consultants. To ensure prompt payment of all legitimate, documented debts. (It is our policy never to keep any of our staff or trading partners waiting for funds.)

  6. To liaise with our IT Consultant regarding the proper and secure use of computers.

  7. To liaise with heads of other departments to ensure:
    • Cash handling procedures are followed;
    • Accurate purchasing records are kept of goods and supplies, and filing of service contracts;
    • Level of spend is in keeping with the business’ financial status;
    • Contractors are fulfilling their scheduled maintenance and service of equipment.

  8. To participate in Management meetings.

OTHER GENERAL DUTIES AND RESPONSIBILITIES

  • Tokyo Diner always puts safety first and this job involves upholding and enhancing Tokyo Diner’s Health & Safety policy.
  • Upholding and enhancing Tokyo Diner’s policy on Sustainability.
  • Upholding and enhancing Tokyo Diner’s policy on Mental Health, including the avoidance of avoidable stress and the pursuit of cause rather than blame.
  • Extending the main duties and responsibilities described above to Mr Hills’ other concerns such as Hills & Hills Limited and his personal business accounts.
  • Attending management (and other) training courses, as appropriate.
  • Ensuring that any relevant statutory or regulatory changes have been effectively communicated to Mr Hills and/or to the Heads of Department, as appropriate.
  • Succession planning:
    • Having given at least 3 months’ notice, meet with the owner to discuss succession plan;
    • Assist the owner with advertising and recruitment for a successor;
    • Ensure a smooth transition in the hand-over process;
    • Having left Tokyo Diner, be available over a reasonable period of time for further questions from your successor.
  • Keep this Job Description updated at least once per year, sending a draft to Mr Hills for approval.
    • If anything remains in this document that is not actually taking place (for whatever reason), it should be discussed with Mr Hills.

LIMITATIONS OF AUTHORITY

(not to be exceeded without prior written approval)

  1. Purchase of equipment up to a value of £200.

  2. Purchase of office supplies and sundries up to a value of £200 per order and up to a maximum of £400 per month.

  3. Approval of other departments’ petty cash expenses up to a value of £200 per month.

  4. Approval of capital expenditure up to £2000 per month.