Operations Manager
| Dyddiad hysbysebu: | 17 Rhagfyr 2025 |
|---|---|
| Cyflog: | £36,000 bob blwyddyn |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 12 Ionawr 2026 |
| Lleoliad: | B3 1SF |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Selina Thompson Ltd |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | Dec2025 |
Crynodeb
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.
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.