JOB DESCRIPTION: Head of Finance and Operations (Maternity Cover)

Location Bristol based, regular home working possible

Salary £44,544 pro-rata

Hours 4 - 4.5 days per week, flexible days and hours, job-share also considered

Length of contractMaternity Cover (start date May 2020, 6-12 month contract)

Reports to Acting Chief Executive / Chief Executive

Benefits 25 days annual leave (pro rata), 8 statutory bank holidays and twoadditional leave days; 7% employer pension contribution; access to Employee Assistance Programme; cycle to work scheme; career development days.

MAIN PURPOSE OF POST

To ensure the effective management, development and delivery of the financial and operational support of Women’s Aid. Developing, implementing and strengthening the internal systems and culture that help our people and projects to thrive. Ensuring effective management of finances, premises, good governance and planning, you will support the charity’s sustainability.

DUTIES AND KEY RESPONSIBILITIES

1. Financial Management Lead on the development and implementation of a financial strategy and

reserves policy to support Women’s Aid in achieving the aims of the business plan;

Ensure finance systems, budgets, cash flows and other finance mechanisms and reporting are in place and robustly managed;

Making recommendations to EMT and implementing/ embedding new systems where agreed

Ensure prudent financial management policies and procedures are in place and to ensure effective internal financial controls frameworks;

Ensure timely, accurate and appropriate financial management information including regular management accounts and forecasts are provided to the Board, EMT and managers

Support and administer relevant Board-sub committees and working groups, including Finance, Resources, Risk and Governance sub-committee and task and finish groups as required

Ensure computerised finance systems are maintained that are necessary for all aspects of Women’s Aid activities (travel claims, sales, membership and other subscription etc);

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Produce computerised accounts to trial balance and draft year accounts, liaising with the auditors to ensure final accounts are produced on time and all issues resolved;

Ensure that Gift Aid and legacy income is correctly administered and that all tax claims to HMRC are submitted as required;

Ensure that Women’s Aid complies with VAT requirements and to provide guidance on the VAT implications of fundraising proposals and any other activities;

Ensure rigorous authorisation of and accounting for expenditure; Support the work of other teams, providing project budgets and reports as

required. Participate in funding application bids Improving current budgeting spreadsheets and processes.

2. Operations Support the HR & Operations Manager in the development and implementation

of HR policies and procedures Support the development of staff welfare, learning, development and

performance management programs; Work with the HR & Operations Manager to plan for long-term office needs and

ensure the effective management and administration of the offices on a day to day basis;

Support the HR & Operations Manager in planning, developing and implementing strategies for Information Technology, ensuring a cost efficient and fit for purpose IT function (currently outsourced);

Contract management: ensure all partner and supplier partner contracts are well managed;

Ensure organisational GDPR compliance function through the Operations team.

3. Line Management Carry out management, supervision, appraisal and development of staff in the

department to ensure high quality services and achievement of the annual business plan;

Establish operational plans for the Finance and Operations teams with clear targets, monitoring cycles and performance management

Work with the EMT to support the successful recruitment, induction and initial training of all staff in the Finance and Operations departments.

4. General Responsibilities

Work with other members of the management team and EMT to provide leadership, effective decision-making on cross-organisational issues, guidance and support to the staff team;

Contribute to the development of the organisation’s strategy for achieving its charitable objects;

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Contribute to the development of the organisation’s strategy for achieving its income and expenditure targets, supporting EMT and other income generation teams through ongoing monitoring of these.

Evaluate performance by analysing and interpreting data and to write and submit reports to the EMT/Board as required;

Manage relationships with partners/suppliers as appropriate; To be flexible within the broad remit of the post; To take direction on projects and priorities from EMT which may vary from time

to time; To abide by organisational polices, codes of conduct and practice, and to ensure

this is carried out throughout the Charity and that you work within a framework of equal opportunities and anti-discriminatory practice;

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PERSON SPECIFICATION: Head of Finance and Operations (Maternity Cover)

EXPERIENCE

Essential: Knowledge and extensive experience of financial packages Extensive experience of putting together large and complex budgets Demonstrable record of sound financial management and improving financial

sustainability Working with a senior management team Relevant management experience of people, systems and projects in financial

management Producing financial information in line with charity and SORP protocols Experience in strategic and business planning, including setting and monitoring

performance measures.

Desirable: Experience of managing organisational and cultural change Delivering new systems in financial management across an organisation Experience of outsourcing payroll to a third party

SKILLS & ABILITIESEssential:

Highly organised and methodical approach to work Ability to understand complex information in a short space of time Ability to translate financial information and budgets in an easily

understandable way Superior command of excel Ability to work across multiple teams with very differing demands on resources Ability to negotiate priorities and deal with a fast paced decision making

environment Exceptional negotiating, diplomacy and people skills

Desirable Developing and training team members

KNOWLEDGEEssential:

SORP and Charity Commission protocols HMRC and VAT regulation GDPR and data protection regulation HR good practice

Desirable: Fundraising Regulator guidelines Safeguarding issues that affect service users or staff HR regulation An understanding of domestic abuse and its impact

EDUCATION/TRAININGEssential:

CCAB qualified (or equivalent qualification or professional experience)

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Desirable HR related learning Relevant continuing professional development

OTHER REQUIREMENTSEssential:

Able to demonstrate a commitment and sensitivity of the aims and objectives of Women’s Aid;

Commitment to anti-discriminatory practice and equal opportunities; Willingness to work occasional unsocial hours as required.

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SUMMARY OF TERMS AND CONDITIONS OF EMPLOYMENT

Terms of appointment: Confirmation of appointment will be subject to the satisfactory completion of a probationary period. This will normally be of six months (less for short term contracts). During this time an employee will be expected to establish their suitability for the post. During the probationary period employment may be terminated in writing, giving one week's notice by either party (this may be waived by mutual agreement). Only any statutory dismissal procedure will apply during the probationary period. There is no probationary period for contracts of under 3 months.

Salary: £44,544-48,301 (pro rata) based on WA scale points 51-55. + benefits. Salary is paid in arrears through bank credit by the 25th of each month. Part time staff receive pro-rata payment based on hours worked.

Working hours: The standard working hours for this post are 37 hours per week, although this is negotiable for the right candidate, based in Bristol; benefits include a generous bank holidays and annual leave package and contributory pension scheme.

Support and supervision: Women’s Aid has a commitment to providing regular supervision and support to staff with annual appraisals forming a key part of staff development. We have a training policy in place and encourage staff to take an active role in their career development plan. Pension: Women’s Aid is enrolled with the People’s Pension scheme. Women’s Aid normally contributes 7% of salary and the employee contributes 3% towards the group pension scheme. Eligible staff will be automatically enrolled on the scheme when they have successfully completed the 3 month interim probationary review. .

Annual Leave: Women’s Aid offers an annual leave entitlement of 25 days per year rising by one day per year until 30 days annual leave per year is reached. In addition, we offer 8 days public holidays plus 2 additional days in March and August. All leave entitlement is calculated pro-rata for part time employees.

Other leave: Employees have contractual rights to time off for reasons of sickness, maternity and other circumstances.

Period of notice: 2 months after your probationary period has been completed.

Union: You have a right to membership of a trade union. Women’s Aid recognises Unison.

Asylum and Immigration Act 1996: To confirm your right to work in the UK, Women’s Aid will need to see the original of at least one document from a specified list (available on the gov.uk website). Most commonly this is a British Passport.

Additional information is available on request.

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