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Registered Charity No: 1118565
Head of Operations: Job Description Title: Head of Operations
Responsible/Reports to: The Chief Executive Officer Responsible for: Ensuring all aspects of daily operations of
A4ID run effectively and efficiently. Primary role is to provide the support
function to A4ID in order for it to achieve
its vision and strategic objectives.
Salary: £30K
Purpose of Role
The role of the Head of Operations is to ensure that the strategic and business objectives as well as the values of A4ID are put into practice. In conjunction with other members of staff they will ensure business growth
through directing and managing business operations activities to ensure
they are delivered in accordance with the strategic objectives.
The Head of Operations will be responsible for overseeing data entry,
payroll, managing the HR function, helping and creating organisational
and program budgets in collaboration with the CEO and other team members, and undertaking other miscellaneous tasks as and when they
arise. The post holder is responsible ensuring organisational effectiveness by
providing leadership for the organisation's financial functions. They are required to work with the staff team, and contribute to the development
and implementation of organisational strategies, policies and practices.
This position will also interact with the Board of Trustees.
The Head of Operations will plan, direct and manage the performance of
all internal operations, so as to maintain and develop business growth in
accordance with the overall strategy.
Key Responsibilities
These are to:
• Improve the operational systems, processes and policies in support
of A4ID’s mission - specifically, support better management reporting, information flow and management, business process and
organisational planning.
Registered Charity No: 1118565
• Manage and increase the effectiveness and efficiency of Support
Services (HR, IT and Finance), through improvements to each
function as well as coordination and communication between support and business functions.
• Play a significant role in long-term planning, with the view to delivering operational excellence.
• Maintain the administration, budgeting, monitoring, reporting,
communication and liaison at a level acceptable to the Board. • Implement, maintain and manage an effective system of controls
throughout A4ID covering non-financial as well as financial controls.
• Ensure that operating objectives and standards of performance are owned by staff and interns.
• Ensure that appropriate standards of conduct are established and
complied with.
• Implement effective succession planning, people management, development, recruitment, and retention strategies.
• Present a yearly budget in conjunction with the Finance Officer for
Board approval and prudently manage resources within those budget guidelines.
• Oversee overall financial management, planning, systems and
controls.
• Manage A4ID budget in coordination with the CEO. • Develop individual program budgets.
• Oversee and manage payroll, including tabulation of accrued
employee benefits. • Ensure disbursement of cheques for agency expenses.
• Organise fiscal documents as and when required. • Ensure member’s subscriptions are maintained and updated and
membership is serviced.
• Attend regular meetings with CEO around fiscal planning. • Supervise Finance officer
Responsibilities by Function
Financial Management
• Direct annual budgeting and planning process for A4ID’s annual
budget with CEO.
• Develop, manage and monitor the Operations budget ensuring best
value in all expenditure.
• Oversee monthly and quarterly assessments and forecasts of
organisation's financial performance against budget, financial and
operational goals. Oversee short and long-term financial and managerial reporting.
• Manage day to day processing of accounts receivable and payable
using QuickBooks, producing reports as requested in conjunction
with the Finance Officer.
• Reconcile monthly activity, generating year-end reports, and
fulfilling tax related requirements in conjunction with the Finance
Officer.
Registered Charity No: 1118565
• Assist CEO and Board in creating annual organisational budget and
monitoring cash flow in conjunction with the Finance Officer.
• Ensure archival and administrative files are up to date and well
maintained.
• Ensure payroll and employee benefits and organisational insurance
is administered in conjunction with the Finance Officer.
• Develop long-range forecasts and maintain long-range financial
plans.
• Develop, maintain and monitor all fundraising and accounting
systems and procedures capturing all pledges, billings and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems in conjunction with the
Finance Officer where appropriate.
• Prepare annual audit in conjunction with the Finance Officer.
Organisational Effectiveness
• Increase the effectiveness and efficiency of Support Services through improvements to each function (HR, IT, Finance) as well as
coordination and communication between functions.
• Drive initiatives in the A4id team organisationally that contribute to long-term operational excellence.
• Deliver all aspects of the HR function with respect to interns including recruitment, training, review, personal development (if
appropriate), performance monitoring and team building.
• Actively look for ways improvements can be made to the internal functions of A4ID, define benefits of making changes and
implement.
• Carry out the administrative function for the Board which includes
minute taking, preparation of agenda, timely circulation of papers etc.
Business Development
• Ensure all business systems are fit for purpose.
• Contribute to short and long-term organisational planning and
strategy. • Develop an environment with systems and processes in place which
will enable and encourage business opportunities.
Risk Management
• Implement and assist in the development, review and maintenance
of various policies including Health and Safety, Security and Environmental.
• Ensure statutory compliance with Health and Safety legislation,
conducting risk assessments, monitoring performance and
reviewing procedures.
• Oversee organisational insurance policies.
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