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.