Head of Finance and Operations

3 weeks ago

London, United Kingdom Actors Benevolent Fund Full time

**Head of Finance & Operations - Job Description & Person Specification**

Job Title: Head of Finance & Operations

Location: Based onsite at the ABF office in central London, with some flexible working

Hours: 4 - 5 days per week

**Salary**: c.£60k pa pro rata

Responsible to: CEO

Supervision of: Operations Coordinator

Purpose of role: To support the ABF’s work in helping actors, actresses and stage managers, by managing the financial, operations and governance areas of the organisation. This includes supplying accurate and timely management information and implementing any financial controls to ensure the integrity of the data, as well as ensuring a high level of governance and operational effectiveness.

**Key Responsibilities**

**Finance**:

- Act as administrator on all banking and investment platforms; review and report on any anomalies or notable transactions to CEO or Trustees.
- Ensure recording of all transactions on Sage Accounting system and on Cordelia (ABF database) as required; this will include income transactions such as donations and legacies, royalties, membership subscriptions.
- Prepare bank payments for all suppliers and beneficiaries; provide information for the Grants

Manager to update and maintain database.
- Prepare monthly reconciliations for all banks, petty cash, investments and any other control accounts as required.
- Maintain accurate records of movements on investments; liaise with investment managers.
- Process monthly Sage payroll; prepare and distribute payslips to staff; update and submit monthly pension payments.
- Prepare monthly and annual submissions to HMRC.
- Prepare and submit quarterly returns for VAT and Gift Aid.
- Invoice tenants quarterly in advance.
- Advise and control the recording and accounting of the sale of Christmas cards and any other retail item.
- Prepare monthly management accounts in a timely manner for review by the CEO and Trustees.

Attend any necessary meetings e.g. Finance Committee meetings.
- Prepare annual accounts for audit; liaise with and respond to any enquiries from the auditors.
- Any other ad hoc duties as required.

**Operations**:

- Develop, coordinate and streamline policies and processes to ensure a high level of governance and smooth functioning across the organisation.
- Take responsibility for adhering to legal and regulatory obligations, promptly completing filings with Companies House and the Charities Commission and addressing statutory matters efficiently.
- Oversee the development and maintenance of schedules of Trustee meetings (Board and

Committee meetings), as well as managing effective communications with Trustees.
- Develop and maintain information compliance policies and procedures, ensuring that the organisation adheres to relevant data protection and privacy regulations, maintains the security of sensitive information and establishes best practice for information governance.
- Manage the day-to-day functioning of the organisation, including coordinating IT provision and office equipment and supplies required.
- Lead on the maintenance of the ABF’s building, working with contractors and suppliers as required, including ensuring compliance with health and safety and the ABF’s obligations as a landlord.
- Carry out any other duties as instructed by your line manager.

**Other**:

- Provide supervision and delegation of tasks to the Operations Coordinator.

**Person Specification**

**Knowledge and Experience**

**Essential Desirable**

ACA, ACCA or similar level of qualification Experience of working in the charity sector

Knowledge and experience in running a small Knowledge and experience in coordinating accounts department and producing both organisational activities to ensure a high level of management and statutory accounts governance

Experience in managing operations within an Knowledge or experience of acting and / or organisation. This could include with health and stage management safety, governance, IT or buildings maintenance

Knowledge of information compliance

Experience in taking responsibility for making operational decisions

Ability to communicate at all levels and able to work both independently and as part of a small close-knit team

Experience with working to tight deadlines if necessary

**Skills**

**Essential Desirable**

Proficient in use of IT and accounting systems, Analytical mindset to evaluate processes and experience with Sage Accounting and Payroll recommend improvements

Excellent organisational and multitasking skills to manage various tasks simultaneously

Strong attention to detail and accuracy in recording data and handling documentation

Ability to adapt to changing priorities and work in a fast-paced environment

Ability to proactively research, problem solve and present findings to CEO and Trustees

**Job Types**: Full-time, Permanent

Pay: £60,000.00 per year

**Benefits**:

- Company pension
- Cycle to work scheme
- Health & wellbeing programme
- Sick pay
-

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