JOB DESCRIPTION
Title: 
Head of Finance and Operations
Location:
 The role is based at 11 High Street, Otford, Kent, TN14 5PG
Hours:  Full time 37.5 hours per week – the core office hours are Monday to Friday 9am until 5pm but you may in the course of your work be required to attend meetings or events outside of these hours
Responsible to: CEO
Line Manager for: Finance and Admin Team (currently includes part-time Accounts Manager, part-time Accounts Assistant and full-time Administrator).
This position is part of the Senior Management Team.
Salary: £40,000 - £45,000 depending on experience

Job purpose:

The Head of Finance and Operations is a member of Hospices of Hope’s Senior Management Team, reporting to the Chief Executive and directly responsible for all aspects of finance, HR and administration for Hospices of Hope in the UK. This includes oversight of organisational budgeting, financial strategy, systems and monitoring and reporting; management of financial risk, HR and office administration.

  1. To deliver high quality financial and business management to support the charity and subsidiary Trading Company.
  2. To oversee the accounting and payroll functions.
  3. To advise the CEO and Board of Trustees on all financial aspects of the charity.
  4. To provide effective management to ensure that a wide range of operational aspects of the charity run efficiently.
  5. To oversee and lead on all data operations, processes and maintenance, ensuring information is accurate and timely.
  6. To be a member of the Senior Management Team and contribute to the charity’s strategic direction and development.

 

About the Charity 

Hospices of Hope, has led the way in developing hospice care for terminally ill children and adults in Romania and surrounding countries over the past 30 years. Our services have already reached more than 50,000 of the most disadvantaged people in Europe and despite some progress in the reform of the healthcare systems, many patients continue to be left without proper care at the end of life.  Hospices of Hope seeks to ensure that all our patients are given the best possible pain relief and holistic support for each day that they have left. In addition, we have provided more than 20,000 training sessions in hospice care for thousands of healthcare professionals from more than 20  countries in the region’. Your impact will be a better future for seriously ill children and adults in the poor resource countries of South East Europe.

Key responsibilities:  

Finance (60%)

  • Support the finance team and oversee day to day financial processes and develop smarter ways of working where appropriate
  • Check that financial information is accurate and ensure the production of insightful management accounts and cash flow forecasts for both the charity and trading company
  • Prepare annual budgets, financial forecasts and year end accounts for annual audit
  • Ensure compliance with all legal requirements, financial processes and controls
  • Oversee the payroll function
  • Be the lead point of contact with HRMC, taking responsibility for compliance with all taxation and national insurance issues
  • Ensure that the gift aid system is properly administered and that gift aid claims are made in a timely manner
  • Ensure completion of gift aid claims and deal with any issues that may arise
  • Ensure that the charity and trading company are compliant with statutory and regulatory requirements particularly in relation to record keeping and confidentiality
  • Monitor bank balances and make investment recommendations to the Executive Director and Board
  • Develop and maintain safe systems of working for ordering, contracting and invoicing, ensuring best value for money
  • Work with the CEO on annual business and budget planning
  • Provide accurate financial information and costings for developmental and capital projects, trust grant reports and other reports as necessary
  • Contribute to the annual report through providing financial information
  • Ensure all necessary company and charity returns are completed and filed on time
  • Ensure compliance with changing charity and company legislation, including gift aid schemes
  • Attend management and Board meetings as required
  • Ensure that all statutory accounts and reports are filed on time including annual returns, registrations etc.
  • Ensure compliance with changing company and charity legislation and ensure that all relevant managers and staff members are kept informed
  • Ensure that all changes to the Board are registered with Companies House

 

Operations (40%)

  • Accountable to SMT for the implementation of all policies and processes
  • Liaise with the Head of Retail and the CEO to oversee facilities management, ensuring effective running and maintenance of all the charity’s properties (retail, warehouse and offices)
  • Support the team on any IT related issues and be the main internal point of liaison with the external Contractors (currently does not cover the retail operation)
  • Provide data analysis when requested by the Heads of departments
  • Liaise with Heads of Departments and managers across the organisation to ensure personnel records are accurate and up to date and recruitment and orientation programmes are in place for both paid staff and volunteers
  • Line Manage the Administrator to ensure the day-to-day running of the charity is executed
  • Participate from time to time with the team in trying to raise funds and identify potential sources of funding
    • Support charity initiatives, campaigns and events
    • Seek to raise the profile and increase awareness of the charity at all opportunities

This job description is not exhaustive; it merely outlines the key tasks and responsibilities of the post

 

Person Specification

 

Essential

 

  • Qualified accountant
  • In-depth understanding of charity finance (SORP), its regularly environment and governance
  • Solid experience of HR issues
  • Evidence of successful people and resource management
  • Experience of managing, setting and monitoring budgets and financial management information, including developing and using management information
  • Demonstrable understanding of financial strategy
  • Ability to present complex financial information to non-financial managers both in writing and verbally
  • Ability to handle competing priorities and a challenging workload within a pressurized working environment
  • Excellent team worker, with strong written and verbal communication skills and a willingness to support and coach others.
  • Knowledge of accounting systems and software (we currently use Sage)
  • Computer literacy (MS Office, email, internet), with solid working knowledge of Word and Excel (including the use of macros)

 

Desirable

  • A strong interest in seeing the development of palliative care in the Balkans flourish and grow.
  • Alignment with the core Christian values of the charity.
  • Previous interest in charity or community-based programmes.
  • Strong personal presence with the credibility to be a spokesperson for the charity.
  • Analytical – a clear thinker who can recognize critical issues and focus attention accordingly.

How to Apply

To apply, please send a detailed covering letter (no more than one page) and CV to Anna Perolls, CEO - [email protected] The covering letter should clearly outline the following:

  • How you are suitable for the role using the person specification and responsibilities highlighted in the job description
  • Your motivation to work for the charity
  • Your salary expectation and notice period

Applications that do not follow this guidance will not be progressed.

Please submit your CV and covering letter at your earliest convenience if you are suitable for the position.

Closing date: 30th December*

*This vacancy may close earlier if we receive enough applications. Therefore we encourage all applicants to apply immediately