Farm Administrator (Accountancy)

We at JM&Co. are pleased to exclusively partner with our client as they search for a Farm Administrator (Bookkeeping and Compliance) to join their team on a part time basis of 16 hours per week.

The Farm Administrator will work for a country Estate of 900 acres, which comprises of a mixed farm (arable and livestock), tenanted residential properties and a number of businesses based in the surrounding area.

As Farm Administrator, you will report directly to the Estate Manager and will work alongside the Estate Administrator (who is responsible for the property and marketing side of the business – although there will be crossover between both roles in times of leave etc.).

This is a figures and systems based role, where the Farm Administrator would take care of all bookkeeping, financial and accounting records for the farm.

Working as the Farm Administrator, you will also look after all compliance issues on the farm e.g., Cattle tags, crop records etc., as well as with staff and data protection etc.

You will be good with figures and have previous experience of working in a management level bookkeeping, accountancy or finance role in the past (previous experience of working in a farm office is not essential).

Candidates will be qualified to AAT level (or equivalent) as a minimum, and have excellent IT skills and systems management experience, be very efficient, a logical thinker and responsive to the needs of the team.

Roles and responsibilities for the Farm Administrator job in Brackley, includes:

Financial / Accountancy / Bookkeeping job responsibilities:

Budgets

Drawing up and monitor farm budget and input it into Key Prime reporting monthly.
Monitor and draw up Estate Budget and input it into Key Prime reporting at Estate meetings.
Work with Property admin to draw-up Budget for all property, reporting as required.
Drawing up and monitor Biomass budget and report to the biomass operator.

Payroll

Run three payrolls.
Manage all staff enquiries about pay and pensions.
Keep up to date with changes to payroll legislation and procedures.
Consult the HR/payroll consultant as needed.

Invoices

To review, code and seek authorisation for any incoming invoices.
Carry out any clarifications and queries on invoices.
Process all payments in line with financial policies.
Prepare invoices for all sales of services or products and manage credit control.
Manage internal transfers and recharges of services and products from within the Estate.

Monitor all rental payment due and inform the Estate administrator of any missed or late payments.
Input all data to the accountancy software (currently Key prime).
Carry out monthly bank reconciliations.
Check and reconcile Credit card statements prior to payment.
Produce financial reports and statements as per the financial policy of the Estate.
Assist with the end of year valuation of the farm.

Manage Petty Cash

Monitoring utility contracts and getting best deals.
Take and record all meters including solar FIT, Biomass RHI, Electric, Water etc.
Manage any farm insurance claims.

Farming duties for Farm Administrator job role:

Produce the Farm Annual Report at year end.
Manage livestock records, this is mainly cattle records, including passports, registrations and order tags.
Maintain the management system for all livestock on the farm.
Administer the movement of stock e.g. Sales and transport paper work or registering TLA.
Apply for abnormal load dispensations from the police at harvest.
Help drive better performance through the provision of statistical analysis and monitoring performance figures to improve farm performance.
Monitor all arable sales contracts.
Organise all machinery records including storing user manuals, organising servicing and MOTs of farm equipment/vehicles and maintaining service records.
Monitor and support staff to maintain buildings, farmyards, and all other farm property including maintaining an asbestos management plan for all farmyards.
To monitor the use of electricity, water and telephones.
Monitor fuel usage and place orders as required.
To manage all waste from the farm including registering waste exemptions, managing wastes notices and fallen stock records in line with the Estates Waste Policy.
Collate all paperwork for the farm assurance inspection.

Health and Safety responsibilities for Farm Administrator job role

Assist the Estate manager with Health and Safety reviews and renewals.
Record accidents or near misses in line with RIDDOR legislation.
Carry out annual checks on all Farm first aid kits, fire extinguishers and all PPE.
Keep the file with the public liability certificates of all our normal contractors up to date.
Ensure copies of the employer’s liability insurance and emergency action plans are displayed correctly.
Report any non-compliance or concerns of staff with Health and Safety provision to the Estate Manager.

Office and IT

Support the Estate administrator with the day-to-day management of the office including, post, stationary, telephone systems, keys and cleaning.
To maintain financial records and storage of them in line with legal requirements.
Maintain other farm records and storage of them in line with legal or management requirements.
To fulfil the role of data protection officer, ensuring the Estate office is compliant with data protection legislation. This includes registration with the ICO, reviewing new activities for data protection, safe storage of personal data and making sure we have the correct permissions in place.
Organise the maintenance and service agreements of all farm and bookkeeping computer software packages and to ensure regular backups of all farm software are made and safe storage of the backup.
Be a first aider and look after reports of accidents and near misses on the farm and wider estate.

Property

Support the Estate Administrator by providing bookkeeping service for all property transactions.
Monitor day to day variations on budget and provide financial reports as needed.
Providing project financial control on larger capital projects.

Estate and Staff

Support the Estate Manager with organising Estate “events”.
Be a point of contact between Farm staff and management.
Monitor all staff holidays and timesheets.
To monitor staff clothing allowance.
Maintain the farm staff training schedule in cooperation with the Estate Manage.

This is a part time opportunity of 16hrs/week (flexibility on working days may be offered), offering a competitive salary and fantastic working environment. Candidates must have their own mode of transport given our clients’ rural location.

The,

Something to consider!

So, are you looking for a more an administrative job in Brackley, with emphasis on PROPERTY and MARKETING? Our client is also recruiting a Estate Administrator, who will be responsible for Estate property management and marketing.

Seeking full time hours and you are an accountancy professional:

If your skills and experience lend themselves to both the Farm administrator (Bookkeeping and Compliance) and the Estate Administrator (Property and Marketing), and you are looking for a full-time position, please apply for both job opportunities.