Operations & Finance Manager

Job Description

This is an exciting job opportunity to help us embark on a new and exciting phase in our organization-were expanding! Come and join our busy and dedicated team in Toxteth, Liverpool.KEY ACCOUNTABILITIES

• Improve operational systems, processes and policies - specifically better management
• reporting, information flow and management, business process, organisational planning
• Manage and increase the effectiveness and efficiency of Support Services (HR and Finance),
• through improvements to each function as well as coordination and communication between operational support and programme development & delivery
• Play a significant role in long-term planning, including an initiative geared toward operational excellence
• Oversee overall financial management, planning, systems and controls
• Management of budget in coordination with the Directors
• Development of individual programme budgets
• Invoicing to funding sources, including calculation of completed units of service
• Payroll management, including tabulation of accrued employee benefits
• Organisation of fiscal documents
• Regular meetings with Directors around fiscal planning & development
• Line manage Company Administrator and Operational Support Office as head of Finance & Administration Team

KEY RESPONSIBILITIES BY FUNCTIONOperations

• Oversee management of all operational functions
• Drive important deadlines and plans across departments
• Formulate strategic and operational objectives, and monitor KPIs
• Co-ordinate and chair weekly all staff meeting and staff comms
• Oversee office infrastructure & systems, ensure they support all aspects of activity to maximise productivity and optimise staff potential and wellbeing.
• With assistance from Company Administrator & Ops. Support Officer:

Ensure office/public spaces are well presented, maintained, and order stationery, furniture, technical equipment, and cleaning products as requiredManage Building OperationsMaintain comprehensive inventories of all items of merchandise and equipment purchasedManage general email accounts & enquiries process and forward communication to relevant departments for processingMaintain and organise community systems, e.g. google drive, google calendar, asanaManage Databases: membership, clients, freelanceManage the ongoing event schedule of festivals, workshops, performancesEnsure database frameworks are maintained across departments and keep recordsMaintain all policy documents, company handbooks, procedures and directoriesFind ways to increase quality of customer serviceManagement of bookings/sales systemsFinance

• Liaise with and assist accountant on the production of yearly financial statements
• Create monthly and annual reports to identify results, trends, and financial forecasts
• Oversee budgeting and day-to-day accounting w/ support from Company Administrator & Ops. Support Officer:

Process income &expenditureDraft and issue invoices, following through to receipt of paymentManage cash flowManage and instruct payrollSuggest updates and improvements for accounting systems, incl. payroll and invoicingEnsure the organisation makes best use of its resources, including finance control and cost saving exercises when necessary

• Assist Directors with financial plans
• Set up, track and manage subscriptions for studio payments
• Contribute to grants/funding applications
• Liaise closely with programmes overseeing all financial systems and processes
• Complete financial forecasting for new/prospective projects
• Implement & streamline relevant processes

HR

• Manage & supervise recruitment processes, employment contracts, HRrecords, annual leave and salary systems
• Administer all pre-employment checks incl. DBS checks
• Draft and administer contracts of employment & contractual changes for internal staff
• Manage annual leave systems
• Conduct performance reviews of managed staff

PERSON SPECEssential Skills & AttributesExtensive experience in Operations & Finance ManagementExcellent administrative skills with at least 2 years experience within the field of administrationExtensive senior management experience with a proven ability to manage staff effectively and fairly, with the ability to delegate to ensure delivery of objectives and team cohesionExperience of devising/implementing policies and procedures, incl. Health & Safety; Equality, Diversity & Inclusion, etc.Budget Development & OversightHighly organised w/ experience implementing operational systems & ability to plan, organise, schedule & budget effectivelyStrong IT skills (Microsoft, google , asana) & accounting software (Quickbooks preferably)Outstanding communication skills, working with a wide range of different peopleAn ability to manage their own time and prioritise workload in a changing environmentHighly accurate and precise in carrying out tasks, excellent attention to detailAn ability to work empathetically with individuals from diverse backgroundsA commitment to pastoral care and employee wellbeingA commitment to Equal Opportunities and diversity in the workplaceSomeone who thrives in a team environment but can also work independently.A quick learner who thrives in an exciting, fast paced environmentUnderstanding of and affinity with the mission, vision and work of BrazUKa InternationalDesirableEnthusiasm for the arts & wellbeing practices, particularly world music and movementDemonstrable interest in world cultures & social equalitySome marketing experience (social media)A good sense of humourWork hours:Full time 30-37.5hs/wk; occasional weekend/evening working (pre-agreed); no overtime but time off in lieuManages:Company Administrator, Ops support officerBenefits:28 days annual leave (incl. public holidays) +your birthdayPlace of Work: Hybrid working (a mixture ofLiverpool based Katumba/BrazUKas office, 10min from City Centre and working from home)Flexibility:A flexible approach to working hours. Willingness and ability to travel are essential.Start Date:August 2022

Keyskills :
Financial ManagementFlexible ApproachFast Paced EnvironmentOperational SupportOperational Systems