"JOB DESCRIPTION � OPERATIONS MANAGER"
JOB DESCRIPTION Job Title: Finance and Operations Manager Responsible to: Chief Executive Hours: 31.5 hours per week (up to 12 months maternity cover) Salary: £28,000 per annum Based: Naz Project London Purpose of Job To support the Chief Executive in achieving our strategic aims by leading and managing all financial and operational aspects of Naz Project London, including ensuring effective support for the successful delivery of all of our services and activities internally and in our partner/consortia relationships. To be a proactive finance partner for the Chief Executive, providing regular updates on the financial position and prospects of NPL and working with her/him on financial strategy and decision making. To be responsible for improving current financial and operational systems as well as developing new systems that ensure quality and service user satisfaction. To work with the rest of the management team and the Chief Executive to ensure that strategic objectives are met, through the annual planning and budgeting process and in the day to day management of NPL operations. To ensure that NPL meets all regulatory requirements, including Health & Safety and Data Protection. To uphold the values and policies of the organisation. Main Duties and Responsibilities 1. General 1. To be part of the Senior Management Team. 2. To develop and review policies and procedures which affect NPL finance and operations. 3. To prepare reports for the Board of Trustees on NPL finance and operations as needed. 4. To have overall responsibility for NPL’s IT and telecommunications systems. 5. To be responsible for consistency in implementing NPL’s marketing and branding policies and procedures across all services and activities. 1 6. To be responsible for the production of major events, including the AGM. 7. To ensure the smooth running of day to day activities including general admin. 2. Finances 1. To be responsible for ensuring financial controls are maintained and improved as needed, including all aspects of financial record-keeping via QuickBooks, reconciling bank statements, inputting information from petty cash vouchers, and making out and tracking outgoing invoices to debtors. Preparing paperwork and cheques for payment of incoming invoices may be delegated to the Office Administrator. 2. Drafting of organisational budgets, cash-flow forecast and preparation of financial management reports monthly and as needed. 3. To ensure operational arrangements are in place to effectively support our accounting, budgetary and finance reporting systems. 4. To manage all leases and contracts for central services and equipment, including reviewing and re-tendering where necessary and identifying and establishing new services. 5. Control NPL’s insurance portfolio, regularly reviewing activities and ensuring cover remains appropriate and that programme managers are aware of their responsibilities. 6. Develop project budgeting and reporting processes together with NPL’s management team and to assist managers in monitoring project spend. 7. Provide information to support applications for funding and as required by funders in regular monitoring and ad hoc queries. 8. Maintain contact with auditors, prepare final accounts for auditing, and ensure timely completion of our annual financial audit. 9. Proposing and discussing changes and improvements to the company’s current financial controls. 3. Regulatory 1. To ensure that all statutory requirements are adequately addressed. 2. To ensure NPL has robust service user feedback and complaints procedures. 3. To be responsible for the completion of statutory annual reports to the Charity Commission and Companies House. 4. Human Resources 2 1. To lead on developing and implementing standardized approaches to recruitment and induction including ensuring all staff are aware of the policies and procedures in the Staff Handbook. 2. To ensure contracts for all new employees are prepared and signed off by the appropriate senior manager. 3. To be responsible for all employee/personnel records, including annual and sick leave, as well as professional development. 4. Ensure all staff are aware of staffing policies and procedures 5. To be responsible for the recruitment, induction, supervision, performance and professional development of finance and operations staff and volunteers. 6. To assist the senior management team in ensuring that NPL implements its equal opportunity policy consistently and fosters a work environment free of discrimination. 5. Personal effectiveness and professional development 1. To take responsibility for his/her own continuing professional development within NPL’s management development goals. 6. Other duties 1. To perform work not specifically referred to above as reasonably requested by the Chief Executive. 3 PERSON SPECIFICATIONS QUALIFICATION Degree calibre/equivalence Essential Minimum of AAT accounting qualification or studying towards a professional Essential qualification, e.g., ACCA, CIMA or similar EXPERIENCE At least 2 years’ relevant management experience, including line management Desirable At least 2 year’s hands-on all round experience, dealing with all aspects of financial Desirable management in a small business setting, including budget management IT literate, e.g. Microsoft Office software, databases Essential Experience dealing with confidential matters Essential Work or voluntary experience in a charity setting Desirable ABILITIES Able to demonstrate the links between finance information and relevant business Essential needs/uses Exposure to one or more computerised accounting packages Essential Expertise with QuickBooks Desirable Some knowledge of not for profit organisations and small companies’ statutory Essential reporting requirements Understanding of personnel/HR policy and related issues Essential Excellent communication skills, both verbal and written, and telephone manner Essential Able to work flexibly, including evening work when required Essential Able to work as part of a team Essential Excellent organizational skills and ability to prioritize own workload Essential Fluency in one NPL community language other than English Desirable GENERAL Understanding of BME sexual health and HIV issues Desirable Interest, empathy and passion for improving BME sexual health Essential Knowledge of Health & Safety and Data Protection regulations Desirable Commitment to professional development and growth Essential A self-starter, with the ability to indentify and implement operational improvements in Essential an organisation 4