Head of Corporate Services

5 months ago

Norwich, United Kingdom Age UK Norfolk Full time

**Job Purpose**

To play a key role in the future direction of Age UK Norfolk, as part of the Senior Management Team leading its corporate services, ensuring that the Charity can meet its objectives by operating effectively, fulfil its duties and responsibilities, and help make Age UK Norfolk a great place to work and volunteer. The Head of Corporate Services has a key role, reporting to the Chief Executive (CEO) and working with the CEO, Board Trustees and Managers. The post holder will be part of the Senior Management Team (SMT). The post holder will also manage the Charitys volunteer co-ordination, business support and administration staff, and retail staff.

**Charity Governance**
- Ensure legal compliance with Charity and Company law, including timely updating of accurate Company records.
- Ensure the appropriate scheduling and recording of Board, Sub Committee meetings and SMT, that papers are produced by SMT / staff are made available in a timely manner, and business flows in an effective way between the SMT and Board. This includes maintaining the Charitys risk register.
- Maintain records and register of the Directors / Trustees of the Charity and support the CEO to ensure that all Board members are well informed and directed to appropriate development opportunities.
- Support Board recruitment and arrange effective inductions.
- Maintain the policies and procedures library, ensuring that all polices are up to date, are reviewed appropriately and accessible to all staff and volunteers as appropriate.
- Ensure insurance cover is adequate for all areas of the Charity, whilst maintaining value-for-money.

**F**inance**
- Be responsible for the day-to-day financial management of the Charity. This includes working closely with the Charitys financial services provider (currently External Services) on the preparation and presentation of monthly management accounts and cashflow forecasts for presentation to budget managers / SMT / Finance Sub Committee and Board.
- Support the SMT with the business planning and budgeting cycle:

- providing and interpreting financial information, including cash flow forecast
- analysing changes and advising accordingly
- reporting on organisational performance.
- Support the development of a long-term financial and funding strategy in conjunction with SMT and the Board.
- Ensure the overall cash position of the Charity is regularly monitored to optimise cash flow and that cash is invested in a manner that will maximise the interest earned.
- Safeguard all the assets of the Charity by ensuring control processes are in place to accurately record asset details and ensure their physical security.
- Provide training and support to managers to ensure effective budget setting and cost control.
- Manage the relationship with the Charitys auditors and the provision of relevant accounting and other records during the annual audit.

**HR and Administration**
- Oversee all HR functions in the Charity, including recruitment, onboarding and inductions, training, benefits and rewards, pay and grading, contracts and well-being, including for volunteers.
- Keep the Charitys benefits and rewards package for staff and volunteers under review.
- Ensure appropriate record keeping and manage the HR system (currently _PeopleHR_) and volunteer system (currently _CharityLog_) including _DBS _clearance, annual leave planning, sickness absence etc.
- Ensure payroll accuracy and approval working with the Heads of Service, and Head of Fundraising & Communications, and Charitys contracted financial services provider (currently _External Services_).
- Maintain staff training log and monitor the need for mandatory and refresher training e.g. safeguarding.

**Health and Safety**
- Take responsibility for the provision of a healthy and safe environment for all staff and volunteers.

**Information Management & Technology (IM&T)**
- Manage the contract and interface with the Charitys IM&T support service provider (currently _Onyx_) and ensure that IT / cyber security is maintained.
- Ensure that IT systems and tools available to all staff and volunteers are fit for purpose and where appropriate provide training to staff on new systems and ways of working.
- Manage corporate performance reporting systems including for safeguarding, complaints and serious incidents.
- Ensure compliance with the _Data Protection Act 2018 _/ GDPR and keep under review the need for a Data Protection Officer (DPO).

**Other duties**
- Manage the retail shop until such time as a strategic decision is made on the Charitys retail strategy.
- To undertake other duties that are consistent with the duties and responsibilities of the post.

**General**
- Work according to the ethos, values and behaviours of Age UK Norfolk.
- To act as an ambassador for Age UK Norfolk.
- To participate in the appraisal scheme and undertake training appropriate to the development of your job role and in line with the organisations statutory obligations.
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