Business Operations and Finance Lead - Emsworth, United Kingdom - Institute of Health Visiting

Description

Job summary

Location Hybrid working/ Emsworth, Hampshire:working in our Emsworth office in Hampshire, on average, two days a week, with the option to work flexibly from home on the remaining days.

Are you an experienced Business Operations and Finance manager looking for an exciting opportunity to develop your career in a flourishing and growing UK charity that is passionate about giving every baby the best start in life? If so, we would love to hear from you.

Main duties of the job

About us

The Institute is a charity, membership organisation and professional body, established to support health visitors by strengthening the quality of services that they can provide to babies, children and families across the UK for more information

The Institute is a growing organisation which has enjoyed significant success, with a well-established reputation and team operating across the UK. We deliver a breadth of work to support our members across our key priorities; these include national policy influencing, health visiting continuous professional development, sector-led improvements, innovations, projects, research, conferences and events so every day at the iHV is both interesting and different

Job responsibilities

Summary of Job Purpose

The Business Operations and Finance Lead plays a vital role in managing and developing the operational business functions of the organisation and supporting its charitable aims; working closely with the CEO to deliver and improve the organisations strategic planning, operational delivery, and budgeting/ finance processes. The postholder plays a vital role in ensuring that the day-to-day operations of the iHV run smoothly, with key functions:

Leading iHV business and financial management, including accounting, budgeting, reporting, strategic planning and risk management .

o Work closely with the CEO, senior leadership team and our accountants to align financial and operational strategies.

o Manage financial controls, procedures, and systems.

o Collaborate with various departments, including external stakeholders, for effective budgeting and operational management.

Leading iHV operations:

o Senior responsibility for administrative, legal, and compliance functions, ensuring smooth operations. This will include management of our Emsworth Office, IT and risks, supporting business planning and change management.

o Lead the operational change for a new Customer Relationship Management (CRM) system and website. iHV Project Lead working with the supplier, the Project Manager and a small team at the iHV to ensure that the project is delivered within the specified time, cost and quality parameters of the specification.

o Working closely with our part-time Head of HR, supporting the senior management team and line managers with HR matters, including recruitment.

o Line management responsibilities of designated staff in the corporate team, supporting business administration.

o Working with the CEO to ensure good governance of Board-related matters, collating Board papers and attending quarterly Board meetings.

Key areas of responsibility:

Business and financial management:

Maintain and develop robust quality assurance processes for income and expenditure, working with our CEO and accountants, to ensure all financial and reputational risks are effectively managed.

Ensure effective financial processes across the iHV, with systems in place for invoicing, managing iHV payments and standing orders, and chasing outstanding payments and debtors.

Build departmental budgets, supporting leads with forecasting, budget tracking, monthly monitoring (management accounts are produced by our independent accountants) to inform workforce planning.

Work with department leads to prepare budgets for tenders and project/ research grant applications, including determining when VAT is applicable.

Process invoices, iHV card payments, direct debits, standing orders, expense claims forms and ordering of office supplies, with support from the Corporate Team Administrator.

Support leads to manage contracting, invoicing and reporting to external funders in accordance with funder requirements. Ensure all new funding streams and other costs are accurately recorded by the accountants.

Ensure management of the corporate member joiners to the organisation, including invoicing and setting up a process for re-invoicing.

Work closely with the external accountants to provide information on monthly suspense, debtors, mis-postings and general queries in relation to iHV finance. Ensure the iHVs reconciliation and remittance records are updated weekly.

Ensure all financial documentation is available for scrutiny as required, including support for annual financial audit by independent auditors.

Make recommendations, provide advice, and prepare strategic reports and briefings as required.

Operational Management and Governance:

Support the CEO and department leads in managing human resources, risk management, quality assurance, operational change, and board functions.

Support iHV business planning and the development of key objectives and priorities for the corporate Team (in partnership with the CEO and other leads within the corporate team).

Oversee the operational needs of the Institute supporting leads within the organisation with workflow mapping, business continuity and planning to support matrix working across the organisation.

Recording and monitoring of business risks across the organisation to enable risk management, reporting to the Board and providing support in association with the CEO.

Support the board, providing secretariat functions to board meetings, including ensuring all papers are provided on time, managing sensitive information, and taking board minutes.

Work with the CEO to develop, coordinate and implement organisational policies throughout the Institute.

Support the CEO with reporting to the Charity Commission/ Companies House and ensuring that the organisations charitable obligations are met. Work with external auditors to deliver the annual audits; and ensure that the relevant documentation is held in line with requirements, is available for external auditing, and the delivery of audit recommendations are tracked.

Support Health & Safety risk management, ensuring risk assessments are in place, processes and policies are up to date, and staff are trained and informed with any changes.

Information Technology

Management of robust administration and business support systems, including negotiation and management of IT agreements, subscriptions, licences and contracts as required, providing recommendations for improvements and efficiencies to the CEO.

Facilities management of required IT and infrastructure to include details of equipment held and provision of Microsoft/ other required licences.

Liaise and schedule work to be undertaken under external IT support contract.

Lead operational change for new Customer Relationship Management (CRM) system and website working with a dedicated project manager who has scoped our organisational requirements (almost completed), to finalise the invitation to tender (ITT), manage the procurement process, evaluate submissions with a small in-house change team at the iHV, and make recommendations to the board. The postholder will lead the project for the iHV, working with the supplier, the Project Manager and a small team at the iHV to ensure that the project is delivered within the specified time, cost and quality parameters of the specification and is robustly tested before launching.

Information management and analysis to highlight issues/ risks and support decision making work with Head of HR to ensure iHV compliance with GDPR.

Human Resources

Management of our Emsworth office with line management responsibility for a small number of designated staff in the corporate team who support business management (currently the Corporate Team Administrator), supporting the delivery of team objectives within the iHV Business Plan.

Support, motivate and develop staff, managing direct reports annual performance development review (PDR) and performance management, if required.

Work closely with the Head of HR to make sure that good employment practices are universally embedded operationally within the iHV.

Support staff recruitment and the induction of new staff; provide advice to staff on corporate policies and procedures and communicate changes.

Support the Performance Development review process for the iHV, collating 360 feedback for iHV employees where requested, and maintaining records for annual PDR outcomes.

Maintain oversight of the recording of annual leave with the Corporate Team Administrator, Head of HR, and department leads.

Provide operational leadership and management for team awayday (leading a small team to plan this each year), to support team building and staff development.

Other:

Have an excellent professional working relationship with colleagues to deliver corporate goals and objectives in line with iHV Vision and Values.

Help at iHV conference and events, working with our Events Manager and overseeing the work of the Corporate Administrator to ensure that venues, travel, accommodation and materials are booked and delivered on time.

To participate in all mandatory and individual training as required. To highlight their learning and development needs to the CEO on induction, at the annual PDR, and as needed, to ensure capability to deliver key role functions.

NB

The above is only an outline of the tasks and responsibilities required of the role. You will carry out any other duties as may reasonably be required by your line manager.

The iHV is an expanding and evolving organisation, as such the job description and person specification will be reviewed on an ongoing basis in accordance with the evolving needs of the wider team.

Values and Behaviours

Essential

Desirable

Personal Attributes

Essential

Qualifications

Essential

Experience

Essential

Desirable

Skills, Ability, Knowledge

Essential

Desirable

Other

Essential

Desirable