Job Description

Qualifications and Competencies

• Must hold a formal accounting qualification (Bachelors degree, Diploma, or other relevant formal qualification).
• Good working knowledge of Pastel Partner and Pastel Payroll.
• Experience in managing a Retirement Association with a Care Centre is preferable.
• At least five years of proven management experience (supervising at least five subordinates at a responsible level).
• Ability to work under pressure in order to achieve deadlines. There may be occasions when the General Manager is required to work additional hours to achieve these deadlines.
• Experience in HR / IR will be advantageous. The position will require bi-annual personal appraisals of direct reports with a report back to Trustees.
• Working knowledge of the BCEA and other legislation relevant to the running of the Association.
• Ability to take minutes of Association meetings.

Soft Skills

• Ability to communicate in an open, transparent and empathetic, but firm, manner with residents and third parties.
• Excellent interpersonal skills - Office team and third parties.
• Conflict management.
• Promotion of the company as a first-class establishment.
• Confidentiality, integrity and honesty in all dealings.
• Creative approach to problem solving.

Duties will include, but will not be limited to, the following:Finance:

• Ensure that accurate management accounts are available for monthly Trustee Meetings (TMs).
• Provide a detailed report on variances between actual and budget figures in the management accounts.
• Provide the BOTs with a draft annual budget for review, and for make and required changes before finalisation.
• Take responsibility for ensuring that all reconciliations ( balance sheet, debtors, creditors, etc) are done on a monthly basis and agree to reported financial values.
• Ensure that the VAT / SDL / UIF returns to SARS are submitted on time and accurately.
• Ensure that CSOS returns are submitted on time and accurately.
• Ensure that all payroll returns (e.g. EMP501) returns are submitted on time and accurately.
• Ensure that recurring monthly costs are accounted for and paid, including:

• DSTV
• Subscriptions (Wifi, etc).
• Metro rates, water, electricity, refuse, etc.
• Ensure that monthly contracted services (Catering and Security) invoices are scrutinised and paid.
• Providing full support to the External Auditors regarding the annual audit or other requests from them.
• Identifying potential financial issues that may need to be escalated to the BOTs.
• Liaison with Statutory institutions (SARS, etc) to maintain a healthy working relationship.
• Ensure that all financial records are uploaded to the Shared Server and the naming conventions as such so as to facilitate easy retrieval.
• Ensure that petty cash is regularly counted and reconciled.
• Be responsible for banking payments and the correct allocation of costs and VAT.
• Maintaining up-to-date fixed asset registers.

Payroll:

• Ensure that all staff who are paid via the MP payroll or services providers are on the clocking system and that these clockings (in conjunction with books kept by CC staff) are validated and used as the basis for payments.
• Ensure that monthly returns for PAYE, SDL and UIF are accurate and submitted on time.
• Maintenance of an adequate control over leave (annual, sick and family responsibility), and monthly reporting on same.

HR:

• Take an active role in conjunction with responsible Trustees to manage any disputes that may arise in the workplace.
• Be involved in annual wage negotiations with responsible Trustees.

Cottage Allocations and Refurbishments Management:

• Maintain the waiting lists for Cottage applicants including the annual renewal process.
• Notify waiting list applicants of available cottages when they become available.
• Notify Cottage Residents of any annual, or interim, levy increases.
• In conjunction with the Maintenance Supervisor and responsible Trustee(s) establish the vacant cottage refurbishment needs and ensure that the scope of work given out to potential service providers is detailed and in accordance with established specifications.

Care Centre (CC) Application Management:

• Maintain the waiting list of CC applicants in consultation with Matron.
• CC residents of any annual, or interim, levy increases.

Security:

• Close liaison with the Security service provider with regards to staffing, incident reporting, and identified opportunities for improvement.
• In consultation with the BOT negotiate the annual rate increase.

General:

• Develop and implement the necessary policies and procedures (in consultation with the BOT) to ensure an adequate system of financial internal controls and governance.
• Represent the Company at other Association meeting in the Retirement field.
• Closely liaise with the Trustee responsible for Health and Safety and to be the Companies safety representative in terms of regulations.

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