About the Job

Main Purpose of the Role:

To lead and develop the finance, facilities and procurement functions of the Force; provide high level financial advice to the executive team; and to contribute to the strategic management and direction of the Force as one of its Chief Officers.

Accountable to: Chief Constable (or Deputy Chief Constable in the absence of the Chief Constable)

Responsibilities:

  1. As a member of the Chief Officer Team participate in the corporate management of the Force and play an active role in the determination of Force strategy, policy and performance plans including resource management and budget planning.
  2. Acting as the Chief Constable's senior financial officer as defined in the Financial Management Code of Practice under the 1994 Police and Magistrates Court Act.
  3. Develop, direct and maintain financial management strategies for the Force, in order to ensure that short, medium and long term requirements are adequately planned for and resourced. Ensuring, in conjunction with Chief Officers that resources are directed at priorities and are consistent with best value.
  4. Lead the finance, procurement and estates and facilities functions, ensuring that they are strategically managed, effective, responsive to corporate objectives and requirements and deliver a strong corporate client focus.
  5. Develop a strong working relationship with the Sussex Police Authority, working closely with and providing agreed support services to the Treasurer, in order to ensure the proper management of financial affairs in accordance with the Home Office Code of Conduct.
  6. Promote cost effectiveness and value for money throughout the Force and represent the interests of the Chief Constable with external audit agencies.
  7. Ensure continued development of the Force, identifying and driving forward efficiencies, liaising closely with Her Majesty's Inspectorate of Constabulary as appropriate.
  8. Anticipate, define and manage the risks to the Force's finances and physical assets.
  9. Contribute to regional and national policing work programmes, including supporting increased collaboration between Forces as required.

The role in greater detail

The Director of Finance, as a member of the Chief Officer Team, contributes to the Force's corporate planning and management under the direction of the Chief Constable and in liaison with the Deputy Chief Constable. The Director of Finance is responsible for directing strategic development to ensure the Force is appropriately positioned to meet current demands and future challenges. Acting as the Chief Constable's senior financial officer, as defined in the Financial Management Code of Practice under the 1994 Police and Magistrates Court Act, the Director of Finance is responsible for setting the direction for financial, procurement and facilities management. Working in close liaison with the Treasurer to the Sussex Police Authority the Director of Finance will ensure that force resources are directed at priorities and are consistent with best value.

The Director of Finance is supported by an Executive Support Officer and a Personal Assistant. The Director's three direct line reports are the Head of Finance, the Head of Procurement and the Head of the Facilities Department.

Below is an outline of the three departments covered by the Director of Finance.

The Finance Department

The Finance Department is responsible for delivering the provision of a comprehensive financial and management accounting function, and providing professional and technical advice to the Director of Finance. In addition to this the department is responsible for directing and managing the processes for the preparation and monitoring of revenue and capital budgets; and also ensuring responsive, effective and accurate financial management across the Force including overseeing the management of Force projects, income generation and efficiency planning.

The finance department's vision is to provide an excellent Finance, Procurement and Insurance Service that supports it's customers, values it's staff and facilitates the best use of resources for Sussex Police.

Financial Accounts

This area is responsible for all aspects of Force Financial Systems (development, controls and maintenance) and the various exchequer and technical functions, such as VAT/Revenue Returns, Statutory Accounts, Accounts Payable and Receivable, Banking and Imprest Accounting, liaison with Auditors and Car Loans.

Management Accounting

This section facilities budget setting and monitoring in conjunction with budget holders, Departmental Resource Managers and Finance Officers. It reports to the Force Command Team and Authority on financial position and financial management issues. In addition it assists Divisional/Departmental Finance teams in respect of SAP usage and monitoring; process and control reviews; overtime information; Cost centre and Account set-up control, and it acts as a central point of reference in financial matters.

Management Accounting also assists Small Departments/Divisions with their budgetary management, financial control and planning. Additionally, it helps with the preparation of Best Value Accounts on a regular basis, at year end and for the Performance Plan. To this end, the section assists in the costing of Best Value Reviews. Activity Based Costing in conjunction with Organisational Services Activity Analysis.

Insurance

The Insurance Manager arranges and co-ordinates the various insurance polices for the Authority. This includes deciding on the level of insurance to be procured to transfer away from the Authority unacceptable levels of financial risk and manage the entire insurance programme.

Business Development

This area covers income generation with a sub-set of sponsorship. Recently acquired activity in this area includes the finance element of bid funding (i.e. the safety camera bid) and supporting the IT department in a bid for multi-agency database development funding. This section acts as an advisor to the force on matters surrounding income generation and Sponsorship Policy, Project Accounting, and covering major projects from the perspective of the finance department input (e.g. Airwaves). In addition to this the area looks at efficiency gains and co-ordinating (with O/S) the Force's efforts in the final year of its 3-year Airwaves programme and writing the report to HMIC.

The Procurement Unit

Co-located with the Finance Department the procurement unit a re responsible for setting out the rules for all purchasing and contracts activity, sourcing and vetting of suppliers and approval of proposed purchasing plans. All contracts let follow basic procedures to ensure compliance with all legislated rules and are subject to the issue of formal quotations or tenders. The Procurement Unit monitor all spends to ascertain whether ad-hoc purchasing may continue in respect of any commodity or whether collective requirements need to be subject to the arrangement of call-off contracts. The aim of this Unit being to achieve Best Value in force procurement.

The Facilities Department

The Facilities Department is made up of five functional branches:

  • Estates Management
  • Facilities Support Services
  • Firearms and Explosives
  • Fleet Management
  • Vehicle Recovery Scheme

Estates Management Branch

The Estates Branch is tasked with maintaining all buildings to the highest quality and making essential improvements, where required, to the meet the demands of the Policing Plan. The branch ensures the Force has sufficient accommodation to meet its requirements economically, efficiently and effectively and that best use is made of the Police buildings and land. It also identifies accommodation that is surplus to requirements so that arrangements can be made for its disposal or to fulfil other accommodation needs.

The estates management group is also responsible for the Police estate and reviews the Estates Strategy at regular intervals to ensure that projects included are appropriate and that they provide value for money. Before the commencement of each financial year and having sought input from Divisional Commanders and Departmental Heads to agree co-ordinated work plans covering each of the premises.

Facilities Support Branch

The Facilities Resource Branch controls a range of force-wide contracts - such as those for cleaning and catering - and other activities in support of Sussex Police. The Facilities Resource branch leads on many initiatives, including Business Excellence, Best Value, Investors in People and the Government 2% Efficiency Exercise.

The Branch is made up of the following Units:

  • Finance Support
  • Facilities Support Services (Including - Caretaking & Housekeeping, Mail Room, & Reception)
  • The Force Clothing Unit (The main purpose of the Clothing Unit is to issue uniform and equipment requirements to new recruits and all uniformed personnel employed by Sussex Police)
  • The Force Reprographics (Print) Unit (The Print Unit provides a professional printing and reprographics service in-house and in conjunction with specialist contractors. The overall aim of this unit is to print and supply police forms and printed stationery)
  • Force Stores
  • Kingstanding (The facilities support unit is responsible for the security and control of the training area at Kingstanding in Ashdown Forest . The Kingstanding Training Centre hosts special training for the entire Sussex Police force. The entire fenced-in site, is a formidable 53 acres in size and is a focal point for the entire Ashdown Forest and an International Site of Scientific Interest).

Firearms and Explosives Branch

The Branch is tasked with ensuring that Firearm, Shotgun and Explosives Certificate holders in Sussex are suitable persons to hold such certificates and that they meet all associated conditions as defined by law. The Branch also deals with official and unofficial firearms surrenders, and the subsequent control, safe-keeping and disposal of weapons, ammunition and equipment

Fleet Management Branch

The fleet management branch is tasked with the provision and support of the Sussex Police vehicle fleet. This includes all matters concerned with: fleet costs; evaluation, acquisition and disposal of vehicles; maintenance and repair; licensing and insurance; crashes and damage; hire contracts and fuel management including bunkers and pumps.

The Fleet Branch is made up of the following units:

  • The Fleet Office
  • 4 Vehicle Workshops based in Lewes, Chichester, Hastings and Horsham

Vehicle Recovery Scheme

The Vehicle Recovery Scheme went live on 1 March 2000. From that date, all vehicles which Sussex Police would normally recover or arrange to have recovered and stored have been handled by contract (using a single number call centre arrangement). The number of vehicles to be recovered and stored is estimated to be about 12,000 each year.

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