Careers

Financial Controller

Join Chewton Glen as our Financial Controller and be responsible for supporting the Finance department in the hotel to deliver:

1. Financial Processing (in line with company guidelines and deadlines)
2. Audit & Control
3. Forecasting / Budgeting and production of timely & accurate management information
4. Statutory Submissions
5. Cash flow Management
6. Payroll Support and Productivity
7. People development and supporting management of the finance department, and non-finance departmental managers

1. Financial Processing

1.1 Overseeing the accounts department to ensure that the following key processes operate in accordance with Financial SOPs, to minimise risk and provide accurate reporting:

• Purchase order management
• Purchase ledger input and supplier reconciliations
• Credit control
• Sales ledger and guest ledger control
• Revenue Flash completion / Daily Business Audit and settlement reconciliations
• Payroll Productivity reporting
• Daily Food COS reporting
• Bank reconciliation

Measured through processes being completed to agreed company standards and deadlines with the Financial Controller informed of any areas of concern

1.2 Responsible for production and integrity of monthly accounts P&L accounts and balance sheets reconciliation to agreed deadlines:

Substantiating relevant and material accruals, prepayment, revenue, bank, annualised revenue, stock, allowances and payroll journals
Calculation and processing of intercompany transactions
Maintenance and processing of interest and depreciation schedules
Maintenance of Fixed Asset Register

Measured through achievement of reporting deadlines, with an acceptable (minimal and non-material) level of adjustments and corrections in subsequent periods

2. Audit and Control

2.1 Responsible for the completion of the month end balance sheet reconciliation pack:

Produce balance sheet pack for month end Finance Director review and Year End submission to Ownership and Auditors
Complete understanding of all trail balance entries
Key contact for external Audit Company including production of Year End documentation

Measured by all monthly reconciliations being completed to a standard and level required for external and internal audit review with no issues of materiality being questioned

2.2 Through management of the accounts department provide hotel internal audit function to:

• Establish, review and maintain all internal control systems within the hotel operation
• Ensure that duties are segregated to achieve and maintain good internal control
• Ensure that a comprehensive Daily Business Audit is completed daily focusing on full revenue capture, reviewing PMS packages and function (sheets / BEO) postings, Restaurant diary postings and Spa treatments / membership payments
• Ensuring a refund log is in place and authorising all/any refunds
• Daily settlement reconciliation and cash control checks
• Reconciliation of PMS interfaces to POS, highlighting and correcting any issues
• Review of POS membership payments and database
• Monitoring of adjustments, corrections and complimentary items
• Monitoring, recording and investigation of all refunds (in accordance with SOP)
• Monitoring of float control

Measured by regular internal audit scores, in line with group standards a satisfactory score is a minimum standard, along with external statutory audits. On a daily basis any internal issues highlighted and reported to GM, with appropriate corrective action recommended. GM and Asset Management Company to be kept fully informed of any issues as required

2.3 Ensure the accurate control of stock on hand, including completion of month end stock counts:

• Working with the operational team, investigate any 'exceptional' stock discrepancies and implement the relevant procedures to reduce stock deficits
• Ensuring entry into electronic stock control / ledger system is current and accurate
• Reviewing, analysing and reconciling stock and gross profit information, and advising GM if remedial action is required
• Undertake special investigations and prepare reports when necessary to prevent and resolve control weaknesses
Measured through month end stock counts and reconciliations completed to agreed deadlines with a minimum of adjustments required. Any exceptions highlighted to FD & GM and relevant action report agreed. FD & GM and MD informed of any areas of concern.

2.4 Oversee the accounts receivable function to ensure that the sales ledger & associated credit
procedure (including management of guest ledger / paymaster / control accounts) is completed
in accordance with company policy:

• Alongside the FD authorise all credit applications
• Manage risk of exposer to bad debts
• Timely recovery of debt to aid in cash flow
• Sales ledger aging with within agreed debtor day targets

Measured through regular credit meetings, monthly report to FD, GM & MD and reduction in the risk of bad debts

2.5 Oversee accounts payable function to ensure that the purchase ledger is maintained with
suppliers paid inline to agreed payment terms and within cash flow projections:

• Payment of suppliers invoices within agreed terms
• Supplier queries are dealt with quickly & effectively
• Accurate monitoring of departmental expenditure
• Ensuring all FF&E projects are recorded correctly and asset register updated accordingly

Measured through regular payable ledger review meetings, monthly report to FD, GM & MD. Elimination of any supplier withholding service through lack of payment. Any issues reported to the FD & GM immediately

3. Payroll Support and Productivity

3.1 Support the HR function (for segregation of duties) to ensure time and attendance
is being accurately recorded, authorised and paid. Deputise for the FD in authorisation of payroll data to 3rd party payroll provider for processing:

• Accurate monthly payment of both salaried and casual employees
• Advise HODs on company policies and procedures, particularly in regard to Pension Auto Enrolment process and management of company pension scheme
• Using the Payroll / HR / Time and Attendance system to ensure daily activity data is updated allowing the HODs, FD and GM to review productivity
• Alongside HR monitor working time directive, holiday, working patterns and fulfilment of contacted hours

Measured through achieving accurate payment to employees; first time, every time, with limited payroll amendments. Elimination of any pay advances or adjustments required due to incorrect payment. Any issues reported to the FD, HD and/or GM immediately. Productivity reports matching final monthly management accounts

4. Forecasting / Budgeting and Management Information

4.1 Co-ordination, challenge and consolidation of HOD revenue forecasts / budget, accurate
representation of expenses within forecasts / budget. Alongside the FD ensure Finance attendance of weekly forecasting meetings:

• Key stakeholder in preparation of the hotel forecasts / budget and related analysis, in conjunction with the GM and HOD team
• Highlight risks, opportunities & any key forecast movements to GM
• Update actualised revenue daily
• Update actualised payroll, COS and expense weekly

Measured through achievement of forecast submissions as Asset Management Company timescales, alongside forecasting accuracy against final monthly management accounts

4.2 Production, recording and review of accurate management information distributed internally to the management team in a prompt manor. Ensure the integrity of data prior to distribution:

• Distribution and understanding of daily revenue flash with variation to forecast
• Distribution and understanding of productivity with variation to forecast
• Distribution and understanding of daily food flash with variation to forecast

Measured through achievement of internal reporting deadlines reviewed at individual
performance reviews

5. Statutory Submissions

5.1 Produce quarterly VAT and Statutory reporting requirements for submissions:

• Complete VAT return for review by Finance Director
• Maintain VAT records for review by external Audit and/or HMRC as required

Measured by regular internal audit scores, in line with group standards a satisfactory score is a minimum standard, along with external statutory audits.

5.2 Review monthly and annual PAYE (P32) payroll submissions and process payment:

• Check monthly P32 submission to HMRC, and ensure payment is made in a timely manor
• Maintain P32 records for review by external Audit and/or HMRC as required and ensure payroll year end submissions including P11D are made with assistance of external payroll provider

Measured by regular internal audit scores, in line with group standards a satisfactory score is a minimum standard, along with external statutory audits.

5.3 Submit statutory National Office of Statistics surveys as required:

• Ensure accurate a timely submission as legal requirement

Measured by regular internal audit scores, in line with group standards a satisfactory score is a minimum standard, along with external statutory audits.

6. Cash flow Management

6.1 In conjunction with the Finance Director Ensure effective cash flow controls are in place:

• Production of a monthly cash flow forecast submitted to ownership
• Alongside FD Ensure sufficient funds are in place for all statutory payments, alongside quarterly interest and capital repayments
• Plan and authorise all supplier payment runs within the cash flow forecast
• Ensure FF&E projects are reflected within the cash flow forecast

Measured by regular internal audit scores, in line with group standards a satisfactory score is a minimum standard, along with external statutory audits and review of monthly cash flow forecast with Finance Director.

7. People development

7.1 Train and develop the hotel Finance department in all aspects of the Finance function:

• Ensure that the Accounts department efficiently and effectively deal with all accounting and control matters in the hotel in accordance with Financial SOP
• Support the accounts team in achieving objectives set from performance reviews
• Maintain regular and effective briefing and de-briefing sessions with the account team members
• Lead and motivate staff to encourage and obtain maximum commitment and efficient service
• Ensure that Team Members are trained to required quality standards, compliant with the Company’s Health & Safety Policy/Emergency Procedures and to meet statutory obligations
Measured by full and current training records plan in place, with each team member able to demonstrate multi-skilling ability across all basic finance functions within the department

7.2 Train and develop the hotel HOD’s in aspects of finance skills and systems required in
their roles:

• Support the HOD team in achieving their departmental objectives / control

Measured by full and current finance related training records plan in place for each HOD, with each manager demonstrating good finance understand within their department

Health & Safety

• Participate in emergency situations, including fire and bomb incidents
• Take reasonable care for health safety of yourself, colleagues and guests who may be affected by your acts or omissions at work
• Ensure that the Company complies fully and at all times with its legal duties regarding health, safety and welfare matters
• Familiarise yourself with and comply with the Company’s ‘Health and Safety’ and ‘Fire and Bomb procedures
• Report immediately all accidents involving injury or illness to your Line Manager or Control
• Highlight Health and Safety or maintenance issues and follow them up

 Additional Responsibilities

• Attend training as relevant to role
• Adhere to all policies and procedures as promoted by Westmont Hospitality Group
• Ensuring representation at committees (e.g. health & safety, SCCM etc)
• Any other reasonable duty as requested by a member of the Hotel Management Team

THIS PERFORMANCE ROLE GUIDE IS NOT EXHAUSTIVE, NOR IS IT MEANT TO BE. ADDITIONAL ITEMS MAY BE INTRODUCED WHERE NECESSARY.

If you would like to be considered for a role at Chewton Glen please forward a copy of your CV with our application form to Jenn.

Jenn Laarberg - Human Resources Officer / Tel: 01425 283062 / Email: jlaarberg@chewtonglen.com

Chewton Glen is an equal opportunity employer committed to employing a diverse workforce.

Please note that all vacancies include weekend hours unless otherwise stated.

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