Title: Head of Finance and Operations
Location:
 The role is based at 11 High Street, Otford, Kent, TN14 5PG*
Hours:  Full Time – Monday to Friday 9am until 5pm (37.5hours per week) 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)
Salary: Competitive
This position is part of the Senior Management Team

*Maybe required to visit any of the charity’s properties across the UK

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, over 20,000 medical professionals throughout Central and Eastern Europe have been trained in palliative care at our educational centres in Bucharest and Brasov. A better future for seriously ill children and adults starts with you.

Job purpose:

  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.

 

Key responsibilities:  

Finance

  • Oversee day to day financial processes and develop smarter ways of working where appropriate
  • Support finance team and advise on any queries they may have
  • 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

Facilities

  • To 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)
    • Ensure facilities are maintained to safe, clean and secure standards
    • Identify and action solutions to facility issues
    • Project manage building improvement tasks and activities
    • Organise and deal with leases, waste contracts, utilities, etc
    • Oversee the management of expenditure items including utilities, insurance, waste management, consumables etc. and make savings wherever possible
  • To be the main point of contact and liaison for our tenants the ‘Trading Company’ who rent the ground floor of our Otford building, ensuring all of their requests are dealt with in a timely manner and all paperwork is kept up to date.

Policies and Regulations

  • To ensure regulatory compliance across the organisation, including:
    • Identify regulatory needs and improvements in data protection, security, Health and Safety and Fire Safety
    • Develop and implement new systems, processes and policies as required
    • Update and review charity policies to maintain high standards
    • Ensure all relevant policies and training are in place and up to date including health and safety, first aid, staff handbook, other HR policies, equal opportunities, overseas working compliance, volunteer policies etc.
    • Responsible for the charity’s insurance policies and ensure that they are up to date and fit for purpose
    • Implement change to adhere to regulatory requirements
    • Keep a register and oversee the management and good use of all the charity’s assets and be responsible for the procurement of any new items required

IT & Database

  • Support the team on any IT related issues
    • Oversee the charity and retail IT systems and be the main internal point of liaison with the external Contractors (currently does not cover the retail operation)
    • Develop new systems, processes or procedures to enhance current systems
    • Oversee the database ensuring it is being used to its full potential by members of staff, organise training when necessary and make sure data is being entered correctly.
  • Provide data analysis when requested
    • Prepare reports as required by Head of Retail, including analysis of data such as best-selling items, efficient use of space etc, in order to maximise profits
    • Prepare reports as required by CEO and Head of Fundraising, including analysis of data such as donor patterns, increase in donations, etc

Human Resources Oversight

  • 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
    • ensure contracts, holidays, sickness, absence, disciplinary notices are kept up to date
    • place adverts for recruitment and compile job descriptions where necessary
    • ensure our training needs for the organisation are met

Administration and Medical Supplies

  • Line Manage the Administrator to ensure
    • the day-to-day running of the charity is executed and they are supported with their workload and carry out appraisals when necessary
    • archiving is up to date and stored correctly
    • medical supplies are recorded and distributed to our country partners and liaise with them on a regular basis on their requirements. This includes completing the manifest before it is sent to the country partners.
  • Oversee the taking and distribution of minutes for important meetings

Other

  • 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 (E), Desirable (D)

Qualifications

  • Good education to degree level (D)
  • Qualified Accountant (E)

Experience and Knowledge

  • Background with substantial experience in financial administration  (E)
  • Familiarity with financial administration of at least two of commercial, public sector and non-profit organisations. (D)
    • Sound knowledge and understanding of:
    • Preparing business plans (E)
    • Preparation of Statutory Accounts (E)
    • Project Appraisal (E)
    • Contract management (E)
    • Accountancy requirements for running a charity (e.g. management & annual accounts, budgeting, audit, payroll administration, financial controls) (E)
    • Risk assessment. (E)
  • Sound familiarity with charity law, governance, and appropriate codes of practice. (D)
  • Knowledge of accounting systems and software (we currently use Sage). (E)
  • Experience of effective staff management and development. (E)
  • Experience of successful change management. (D)
  • Experience of managing property/leaseholders. (D)
  • Experience of leading the provision of HR services. (D)
  • Experience of leading the provision of outsourced IT services. (D)
  • Computer literacy (MS Office, email, internet), with solid working knowledge of Word and Excel (including the use of macros). (E)

Skills and Abilities

  • Excellent oral communication skills with a wide range of people. (E)
  • Excellent written communication skills including:
    • proven ability to prepare effective minutes, reports, and presentations, to express complex financial issues to non-finance specialists in a clear and comprehensible style (E)
    • proven ability to compose appropriate letters to a range of external bodies (E)
  • Excellent interpersonal skills with ability to relate well with staff, stakeholders and contractors at all levels. (E)
  • Proven ability to work effectively as part of a senior management team and to contribute constructively to wider management team discussions, not exclusively concerned with financial matters. (E)
  • Proven ability to organise own work and use time effectively. (E)
  • Proven ability to initiate, follow through and complete projects, especially projects delivering substantial change. (E)
  • Demonstrable ability to lead and manage staff, organising teams effectively and engendering and maintaining consistently high-performance standards. (E)
  • Understanding of the constraints on organisations with small staff teams: flexibility to shift focus of activities when necessary. (E)
  • Demonstrable experience of successful performance management. (E)
  • Attention to detail: ability to work accurately, methodically, and successfully to deadlines. (E)
  • Creative ability to think beyond existing practices to identify and implement potential improvements. (E)

Personal characteristics:                  
Excellent communication skills
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, Interim 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: 6th August*

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