Estates and Facilities Management Finance Manager

Join the Estates and Facilities Management team in a crucial role where you will serve as the primary contact for all billing, invoicing, and payment inquiries. This position is vital in ensuring that financial transactions are conducted in line with organisational policies and regulations, thereby supporting the smooth operation of the Senedd.

In this role, you will collaborate closely with the Senedds central finance team and engage with key stakeholders, including various contracted partners responsible for facilities management services such as maintenance, catering, and cleaning. You will play an essential part in managing procurement processes, maintaining financial records, and providing valuable financial support to both internal and external parties.

Your responsibilities will include receipting purchase orders, managing budgets, and preparing reports that contribute to financial transparency and accountability. By effectively communicating with colleagues and suppliers, you will help facilitate efficient financial operations that underpin the Senedd's aim.

This is an opportunity to make a meaningful impact within a dedicated team, engaging in a diverse range of tasks that enhance the operational effectiveness of our facilities. Your expertise will be instrumental in supporting the overall objectives of the Estates and Facilities Management service and the broader goals of the Senedd.

We are looking for someone who can analyse financial data and has strong numerical skills. A keen eye for detail is essential to maintain accuracy. We need someone who is flexible and can adapt to various challenges while ensuring compliance. Their ability to provide clear insights will help support our strategic decision-making.

Key tasks:

• Manage and maintain effective and robust payment systems and procedures including corporate card logs in line with assembly finance systems and internal control regulations.
• Manage and maintain robust systems and procedures for financial forecasting and profiling
• Develop and manage the monitoring of expenditure against budgets for all departments including the production of regular and ad hoc reports for management.
• Provide advice to management in EFM in relation to financial issues ensuring processes comply with procurement and financial regulations.
• Accurately log and file all lease issues including any amendments and revisions. Where appropriate these are also stored electronically.
• Raise and receipt purchase orders for the Senedd EFM team including sending any invoices to central finance team for processing.
• Update and maintain Estates and Facilities Management income and expenditure on the Finance teams central budget forecast spreadsheet.
• Authorise manual payment forms for Senedd staff who use the Cycle to work and Electric Vehicle schemes.
• Respond confidently and effectively to enquiries from customers and suppliers.
• Work closely with Finance colleagues and staff across the Commission, and provide financial advice, guidance and support.
• Work closely with external contractors and suppliers.
• Communicate effectively via Microsoft Teams, email, in person, in meetings, and letter depending on the circumstances.
• Finalise and record annual running costs for Ty Hywel, Senedd & Pierhead buildings.
• Complete Year-End financial accounting tasks in conjunction with the central Finance team.
• Manage compilation of the annual service recharge in conjunction with incumbent estates advisor.
• Manage corporate credit card expenditure, completing monthly returns in line with corporate requirements.

Other duties

• Undertake ad hoc financial duties where required, such as data analysis, reconciliation exercises, and report drafting.
• Assist Estates Facilities Management Service team when required and provide weekly rota cover for the team including Plenary cover.
• Assist with any other additional duties commensurate with the post and grade.
• Assist with Sharepoint management for the EFM team.

1. A high level of numeracy and literacy.
2. Proficiency with Microsoft Office Suite in particular Word and Excel.
3. Excellent organisational and time management skills with the ability to prioritise tasks and meet deadlines and adapt to changing priorities.
4. Excellent communication and interpersonal skills both in writing and orally
5. Excellent attention to detail and accuracy in data entry and record keeping