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NEWHAVEN COMMUNITY DEVELOPMENT ASSOCIATION Job Description: NCDA Senior Business Manager Reporting to: NCDA Chief Executive Officer Work pattern: 37 hours per week (negotiable to part time), permanent, based at NCDA offices either at Denton Island or Hillcrest Community Centre, Newhaven, East Sussex The Organisation Newhaven Community Development Association (NCDA) was founded in 1997. Its main aim was to develop sustainable community-based regeneration initiatives addressing the economic, environmental, and cultural and community needs of Newhaven, particularly addressing the needs of those most vulnerable in the community. NCDA supports its member organisations and runs a variety of local initiatives. NCDA has been able to raise the profile of the voluntary and community sector within the town and is now recognised as the conduit for the community and voluntary sector in Newhaven. NCDA runs a range of projects aimed at supporting the involvement of the whole of the community in the continuing regeneration of Newhaven. Funding has been secured from a range of sources including European, Lottery and charitable trusts as well as contracts to deliver services and run NCDA projects in Newhaven and elsewhere in East Sussex. These include: Youth activities; mental well-being resource centres in Newhaven and Lewes (Summerhayes and Western Road); Early Years work with parents and children under 5; Denton Island Community Centre; Open spaces work; community events and Newhaven Community Employment Partnership (NewCEP), an employment project that aims to assist socially excluded people back into work. NCDA has also undertaken a range of capital projects including the building of a skatepark and the Denton Island Community Centre. Additionally, NCDA chairs the Newhaven Strategic Network (NSN), which aims to provide continuation of the regeneration of Newhaven. NCDA has a strong track record in partnership working and in the quality of service delivery to meet the needs of the most vulnerable in the community: helping the community help itself. The context of the job The organisation, though fairly small in terms of staff, continues to grow. As a result of its size, however, NCDA expects all members of staff to demonstrate flexibility within their specified job role and offer continued support to all other team members as and when required. Some evening and weekend work may be exceptionally necessary, as the post holder will attend Board and Finance sub committee meetings to provide management and financial reports. Additional remuneration is not applicable, as time off in lieu will be granted in accordance with policy. As a registered charity and a limited company, NCDA must comply to the Companies Acts and with charity accounting rules (Charities Statement of Recommended Practice - SORP). In particular the accounting requirements covering restricted funds impact on many aspects of the finance system. Some aspects of NCDA’s work are as a not-for-profit business and social enterprise. Some aspects of this finance and business role are specialist and where the post holder’s knowledge or experience does not match that required they will be expected to find and take appropriate advice. Job Purpose The purpose of the role of the Senior Business Manager is to: act as deputy to the Chief Executive in shaping NCDA operations and strategy operate as an effective member of the senior management team contribute to the sustainable management of NCDA as a not for profit business and social enterprise with a keen sense of business acumen and entrepreneurial spirit act in a pro-active manner, looking for ways to continuously improve NCDA business practices and efficiencies use financial acumen and experience to support the management and development of NCDA use skills and financial acumen to support fundraising work within NCDA’s governance structure (i.e. Board, and Finance sub committee) , within the Senior Management team and with project managers supporting the accountability of the trustees, the strategic management of the senior management team and the capacity of managers to manage their budgets ensuring the provision and analysis of financial information take overall responsibility for the oversight and management of the organisation’s financial systems and their smooth operation, ensuring relevant reports and business and finance information are available to the Board and managers, ensuring the continuing economic viability of NCDA contribute finance information for fundraising manage, lead and support the finance staff team The post has overall responsibility for ensuring the continuing development and smooth operation of NCDA’s finance systems and the routine presentation of accurate and clear financial management information , including budgeting and reporting. Budget management lies with project managers; it is therefore essential that the post holder enables this devolved financial management interpreting operational and strategic issues and working effectively with a number of other staff on a very regular basis to facilitate the operation of NCDA projects and the whole organisation. This is particularly important now NCDA’s first social enterprise and output based contracts are in operation, with NCDA’s long-term financial stability depending not on grants, but on income generated. Main Duties Key roles include: Strategy development: As a senior manager, contribute to the development of NCDA’s policy and strategy as a charity and development trust through the senior management meetings and appropriate sub committees and working groups, leading on the development of financial strategy Evaluation of the financial implications of policy decisions within NCDA prior to those decisions being implemented Finance support to Management and Funders: Provide financial information in such a manner that informed decisions can be made by the Senior Management team and trustees within the deadlines set Ensure the monitoring and strategically manage NCDA’s cashflow for best use of NCDA’s funds maximising interest and maintain adequate liquidity, liaising with managers to take any corrective action necessary Co-ordinate the preparation of an annual budget for NCDA, in collaboration with managers Lead and where necessary assist the preparation and development of accurate, reliable and timely financial and output reports for the NCDA Board, funders and the senior management team Provide business analysis from financial reports Liaise regularly with NCDA project managers on budgeting for funding applications Lead in ensuring finance team delivery of reports and claims for funders within agreed time scales in liaison with project managers including ESF reporting Develop understanding of and ensure compliance with complex matters for example contingent liabilities with regard to the Denton Island Community Centre Contribute to the business development of existing and emerging social enterprise aspect of NCDA operations Operational responsibility Support fundraising within agreed project areas Line management of specialist operational managers in designated project areas Financial responsibilities for NCDA staff: Ensure the preparation of NCDA staff payroll by the Finance manager and Accounts clerk is carried out within the deadlines set Ensure the management of the company’s contributory pension scheme, in collaboration with the Pensions Trust Work as a member of the senior management team in ensuring financial implications of job role benchmarking and job evaluations are embedded Routine finance work ensuring the monitoring, reporting and management of the organisation’s cash flow and addressing cash flow issues in consultation with senior staff and trustees ensuring the timely and accurate delivery of any regulatory financial reporting including VAT returns ensure the preparation and presentation of finance reports to managers, trustees and funders within the deadlines set lead on reporting and analysis to trustees and managers on finance matters assessment of the financial implications of proposed policy decisions for senior management team and trustees ensure the accurate input of data within NCDA finance package (Quickbooks); appropriate code structure and allocations ensure oversight of NCDA’s investments and banking arrangements preparing the annual budget in collaboration with project managers ensuring allocations are made appropriately Financial accounts and regulatory financial reporting: Manage and direct the development, maintenance and operation of NCDA’s finance and financial records procedures (including procurement, payments, invoicing and debtors, banking and petty cash) and the accounting records system by the finance team Manage and direct the reparation of annual accounts ensuring appropriate allocations and understanding of restricted and unrestricted funds Lead on the development and operation of systems: finance reports to senior management and trustees; finance reports to project managers and allocations; system for tracking funding and fundraising; annual budgets for projects and NCDA as a whole; business performance reporting and analysis; business planning for new areas of social enterprise Manage, check and ensure the preparation of accounts quarterly and annually liaising as necessary with NCDA’s advisers and auditors to ensure compliance with the Charities SORP and completing the process in time for NCDA’s AGM Manage, check and ensure the collation of quarterly VAT returns and periodic inspections, seeking advice where necessary ensuring timely and compliant returns where potential liabilities resulting from any error are considerable. Liaise with the appointed auditors and ensure that they have the data necessary to conduct a prompt, thorough and cost-effective annual audit Lead on any financial aspects of funder audits and on VAT or payroll inspections of NCDA Management responsibilities: Line management of the finance team (currently 2 posts) overseeing appropriate training and professional development as necessary Manage the ongoing motivation and welfare of this team General responsibilities: Implement performance standards for own work and subordinates which complies with audit requirements and is agreed by the Board Any other duties, which may reasonably be required EQUAL OPPORTUNITIES Newhaven Community Development Association is working towards equality and has policies relating to the equality of opportunity in employment and service delivery. All staff are expected to comply with these policies. HEALTH AND SAFETY All staff have responsibility to maintain the health and safety of themselves and others within the performance of their duties in accordance with NCDA health and safety policies and to undertake specific health and safety responsibilities as necessary. This job description will be reviewed from time to time or as necessary and may be amended to meet the changing needs of the organisation. It will also be used as the basis for the determination of objectives and the content is subject to annual review. Person specification Essential: Minimum of 5 years senior management responsibility at a strategic level with evidence of an entrepreneurial approach Significant experience in interpreting and analysing complex financial information and evidence of business acumen Capacity to communicate financial analysis clearly and effectively to others Ability to work closely with NCDA’s trustees, advisers and senior management team Ability to work creatively and innovatively within a policy & compliance framework Able to provide a strategic outlook tied to the achievement of individual goals A strong awareness of business principles Strong organisational skills and a track record of meeting deadlines Attention to detail and accuracy Excellent verbal and written communication skills Proven track record of delivery / managing priorities Adaptable IT skills Understanding and commitment to equal opportunities good practice Enthusiasm for applying skills to the third sector Ability to lead and motivate teams Ability to work as a member of a senior management team Strong interpersonal skills Desirable: Knowledge and experience of Charity SORP accounting Experience of financial management within a small business context Experience of VAT in relation to charity business Accounting or business qualification Experience of fundraising and dealing with grant aid / funding bodies Experience of reporting to funders Experience of managing computerised financial accounting packages, ideally Quick Books & SAGE Experience of project development and business planning Experience of the reporting systems of ESF and other Government and non-Government funders Knowledge of the voluntary sector and of fluctuating funding A sensitivity to not-for-profit work and a commitment to NCDA’s aims Essential personal qualities: Honesty Accuracy Enjoys working with others in a team Understands the need for confidentiality under the Data Protection Act and mindful of confidentiality with colleagues A flexible and positive approach to work and challenge Ability to work with minimal supervision but as part of a team Ability to deliver reports to specified deadlines. July 2009.
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