Operations Manager

Selina Thompson Ltd; Birmingham; On-site; GBP 35,000 - 50,000; Full time

Job summary

A dynamic charity organization in Birmingham is seeking a financial manager who will oversee accounts, budgeting, and recruitment. This role involves maintaining the company’s financial systems, leading data collection for reports, and managing administrative support. Ideal candidates should have a strong background in finance, project management, and effective communication. Benefits include competitive salary and opportunities for professional growth.

Benefits

Professional development opportunities

Flexible working hours

Qualifications

• Proven experience in financial management and budgeting.
• Strong background in recruitment and team leadership.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide financial data for management accounts and board meetings.
• Maintain company financial systems, including invoicing and payroll.
• Lead staff recruitment processes and manage contracts.

Skills

Financial management

Project management

Staff recruitment

Communication skills

Organizational skills

Education

Relevant degree in Finance or Management

Tools

Xero

Google Workspace

Wordpress

Job description

JOB DESCRIPTION

• Provide regular and accurate information for the accountants to prepare quarterly management accounts and annual accounts, working closely with them to ensure information can be presented at board meetings
• Using Xero, and with the support of the Finance & Admin Assistant, maintain the company's books and financial systems: processing sales and purchase invoices, paying suppliers and contractors, running payroll and reconciling all bank accounts, accurately and on time
• Manage the company bank accounts and all related processes
• Process and sign off for Access to Work claims for company members as required
• Monthly monitoring of cashflow ensuring any concerns are reported to the EP and AD
• With the AD and EP, set and monitor the overall company budget, working closely with team members responsible for delegated budgets.
• Make decisions about expenditure and forecast to pre‑empt potential issues

BUDGETS AND FINANCE

• With the support of the team, lead data collection and input as needed for Illuminate, Julie’s Bicycle and the ACE annual report
• Lead the quarterly NPO reporting including updated Activity Plan, Investment Principles and financial documents in ACE templates, in order to release payments
• In collaboration with the Board and wider team, ensure that the strategic plan agreed with Arts Council England is being progressed
• Support the EP to prepare reports to funders, including collating financial and other relevant data

REPORTING TO FUNDERS

• Act as a main point of contact with the Board
• With the wider team, prepare papers for board meetings and circulate, including coordinating the agenda with the Chair, AD / CEO and EP, preparing management accounts and financial narrative
• Present papers and information at board meetings as required
• With the AD /CEO and EP manage the recruitment and induction of new Board members to ensure they understand their responsibilities and how they can best contribute to the aims of the organisation
• Ensure all Board meetings are minuted and these minutes are circulated promptly with actions highlighted
• With the wider team, write and review policies and ensure they are up to date, values‑led and in line with best practice; present these to the Board for approval

GOVERNANCE

• Support the Artistic Director, Chair and wider team where needed in planning the recruitment of new staff
• Manage the recruitment processes internally; scheduling times to review applications and hold interviews, responding to all candidates with relevant information and feedback, holding conversations with potential candidates to provide further information
• With support from relevant members of the team, develop job descriptions and compile job packs with all relevant information about the organisation, role, details of how to get in touch, and how to apply
• Advertise roles across a variety of relevant sites and platforms; research and manage profiles with suitable sites; maintain relationships with industry contacts to help promote opportunities

RECRUITMENT & HR

• Write contracts for new PAYE and freelance staff, go through these with new staff and provide explanations of key terms and points
• Keep up to date induction processes, and induct all new staff
• Manage any contract amendments or updates, keeping paperwork up to date
• Respond to reference requests for current or former staff, and write reference letters where appropriate
• Line manage the Finance and Administration Assistant and other project‑specific roles as relevant; regular one‑to‑ones, setting tasks and monitoring progress, advice and pastoral support, annual appraisals, exit interviews
• Track holidays, sick days etc for core staff
• Act as key point of contact for external enquiries, including managing the Info email account, passing on enquiries to relevant team members
• Respond to requests for meetings, interviews, teaching, work experience
• Keep annual schedule and company Google calendar up to date
• Ensure systems are working, e.g. weekly team meetings, Dropbox and Google Drive is up to date and coherently organised
• Ensure that the Company’s people, places of work and activities have consistent and appropriate insurance cover

COMPANY MANAGEMENT

• Make any updates to Companies House, e.g. adding/removing board members as well as submitting company accounts and relevant paperwork to companies house in a timely and accurate manner
• Administering the renewal of any subscriptions/memberships, e.g. ITC
• Oversee the Finance and Admin Assistant to book travel and accommodation as required
• Act as main point of contact with Assay Studios (our office) and Safestore
• Work with freelance consultants to oversee the company’s transition to a charity, with the support of the wider team and Board
• Manage IT systems and services including but not limited to: Google Workspace, Wordpress, Dropbox, Mailchimp, Vimeo etc
• With the wider team, contribute to the company’s social media

We anticipate the job description may shift and change, in response to our learning and your feedback. This list is by no means exhaustive and some additional tasks may be required of you as and when they arise.