Finance and Operations Manager

Job Description

Job Title: Finance and Operations Manager for the Sisters of Our Lady of the Missions (RNDM)

Accountable to: Province Leadership Team and Trustees of the Charity

Hours of Work: 32 hours per week (worked over 4 days)

Remuneration: £56,216 (based on full-time rate of £65,000)

Base: Harrow Wealdstone, North London and home working

Please email for application form

Role Summary:

The Finance and Operations Manager is responsible for safeguarding the financial affairs of the province, under the direction of the province leader and her Team, according to congregation policy. Directives 86.

The postholder will, on behalf of the Provincial, be responsible for governance, operational management. planning, risk management, staff management and administration of the Charity's resources.

They will work closely with other key staff including the Care Manager, Finance Officer/Bookkeeper, HR Advisor and external professionals.

Key Responsibilities:

1. Strategic Planning and Leadership

1. Directly contribute to and lead aspects of the Province's strategic planning process to ensure the aims of the Province and hence the Charity are achieved and maintained.

2. Represent the Charity with external organisations as and when required.

3. Advise on any significant financial, governance and risk issues, making recommendations as appropriate.

4. Provide clear and succinct papers to the Provincial and Team to advise on and improve operational management.

5. Maintain professional relationships and meet regularly with the Charity's investment managers, bankers, auditors and other stakeholders

6. Regularly review the investment portfolio and policy, and in conjunction with the investment managers, advise on changes to growth and income projections and their implications

2. Management of Financial processes and controls

1. Review the established financial framework identifying any areas of risk

2. Make recommendations to improve financial systems and controls to guide the Charity's financial decision-making.

3. Manage the internal control system for the Provincial Fund and Communities by applying the systems and procedures stated in the current version of the Accounting and Procedures Manual putting forward any suggested amendments to those procedures for approval by the trustees.

4. Oversee all accounts held by the Congregation including the Solidarity Mission Fund.

5. Be responsible for the accounting procedures and key internal controls at Community and Provincial Fund level, to be able to assure the Provincial that the Charity's financial integrity is sound.

6. Ensure all information is being recorded onto the Sage accounting system and that regular routine reports are provided by the finance officer

7. Ensure that payroll information is recorded and processed accurately

8. Liaising with the Senior Management Team and other budget holders, prepare and present the Charity's draft annual budget for discussion and approval by the Trustees

9. Prepare quarterly management accounts for the Provincial Fund (to include a full reconciliation of investments to investment manager reports) and present these to the trustees together with a commentary and comparison to budget.

10. Prepare the year end statutory accounts, liaise with the auditors over the annual audit thereof.

11. Ensure the annual accounts, annual returns and other necessary filings are submitted to the Charity Commission as appropriate.

12. Ensure all payments to HMRC and Pension providers are made in a timely way

13. As required act as a signatory on community and Province bank accounts in a manner consistent with the Scheme of Delegation and bank mandates.

14. Process, and authorise payments, including on-line banking and sign cheques as required for Community and Province level in accordance with the agreed Scheme of Delegation and bank mandates.

15. Support Community Bursars and Finance Officer in Sturry.

3. Management and Employment of Staff in Harrow Wealdstone and on the Sturry site

1. With the support of the Local Leader, legal and Human Resources Advisors, systematically review employment policies and recruitment procedures ensuring they are appropriate and meet current legislation and best practice.

2. Review the current secretariat structure and make proposals to ensure that the support requirements and services needed by the Provincial and Trustees are met.

3. As Required, to take minutes of key meetings and/or to organise this to be carried out by members of the secretariat.

4. Visit the site in Sturry on a regular basis and work with the Care Manager on any issues that have financial and operational implications

5. Liaise with the Care Manager regarding the Home's financial requirements and budget as necessary.

6. Attend senior management team meetings

7. Liaise with legal and Human Resources Advisor on employment and operational matters as necessary

8. Manage the IT contract and make costed proposals for improvements and updating.

9. Ensure the Provincial is fully informed and consulted on any operational changes to working arrangements to ensure the needs of the sisters remains the priority

10. To provide advice and make proposals on finance matters including annual staff pay reviews making written proposals to the Trustees.

11. Liaise directly with the Care Manager and Finance officer in the care home in Sturry and include them in budgetary planning.

12. Liaise with Archivist as required on the Sturry site

13. Consider and make proposals for new and updated finance and other technology and systems to improve services.

4. Management of Property

1. Support the Provincial to establish and develop their community property maintenance plans.

2. Liaise with Insurance providers to ensure cover provided is adequate and proportionate to risk

3. Liaise with external contractors' property maintenance providers, appointed by the Trustees, to ensure work is to a good standard and that value for money is being achieved.

4. Regularly review the contracts with external property maintenance providers.

5. Share health and safety information with the Provincial and Leadership Team.

5. Safeguarding

1. Manage the Safeguarding lead and ensure regular reports are provided

2. Ensure safe recruitment processes are in place and that DBS checks and training are carried out and documented for all staff and sisters

3. Work within the agreed safeguarding policy and action plan.

4. Attend training as required

6. General

(a) Undertake continuous professional development and training to ensure knowledge is kept up-to-date.

(b) Ensure accountancy registration is maintained and practice is updated

Person Specification for Finance and Operations Manager for The Congregation of Sisters of Our Lady of the Missions CIO

A qualified accountant, ACCA, CIMA or equivalent with at least 5 years' experience of working at a senior management level.

Experience of strategic planning and risk management.

Knowledge of Investments & investment accounting.

Understanding of regulatory compliance and the requirements of the Charity Commission.

Experience of working with Auditors and Investment Partners.

Ability to work under own initiative to broad agreed guidelines.

Excellent communication skills and the ability to work across all levels of the organisation.

Excellent organisational and time management skills with the ability to manage a heavy workload and deal with competing priorities.

Strong communication skills with senior managers, trustees and staff.

Confident practitioner who is able to contribute ideas and bring their experience to the benefit of the Charity.

Flexible and adaptable approach to working hours and job requirements.

Ability to present information and to explain financial processes and systems to non-finance colleagues.

High level of proficiency with accounting software, such as Sage and lastly, Excellent IT skills.

Demonstrates commitment to the Charity's mission.