FINANCE & OPERATIONS MANAGER

As Finance & Operations Manager at the Foyer Federation, you will play a pivotal role in shaping and building our finance and administrative functions at an operational and strategic level.

You will support all aspects of the charity’s work and development through the provision of strong financial assistance – ensuring accurate financial reporting, sales invoicing, bookkeeping, grant management and payroll management. You will also take day to day responsibility for HR and organisational administration.

This role will involve close collaboration with our team to ensure the day to day finance and operational requirements are met as well as working closely with the SLT and board to build greater financial resilience and strategic financial awareness within the charity.

You will have oversight of central operations, reporting directly to the CEO and working closely with the Head of Development and Partnerships and Treasurer.

FINANCE

Financial Records Maintenance:

• Ensure accurate maintenance of financial records on Xero for the charity.

• Responsible for the update of the chart of accounts and reporting tools to maximise reporting functionality.

Grant Management:

• Code invoices for grants accurately.

• Support the wider team in the production of grant budgets.

• Provide timely financial information to programme managers for effective budget management.

• Ensure monthly management accounts accurately track restricted and unrestricted income, expenditure and reserves.

Monthly Reporting & Budgeting:

• Produce monthly management accounts and reconciliations (including the Balance Sheet and Cash Statement).

• Prepare quarterly forecasts and annual budgets (including cash flow).

• Assist in the formulation and implementation of financial policies, procedures and controls.

Financial Administration, Banking & Payments:

• Manage payroll administration, pension postings, and HMRC payments, and process monthly payment runs

• Monitor and review aged debtors and creditors with the relevant colleagues.

• Handle gift aid claims.

• Maintain and manage schedules for depreciation, prepayments, accruals & deferred income – posting monthly and quarterly journals as required.

• Administer the Fixed Assets register.

• Oversee the management of banking and credit card systems.

9 Year-End Reporting:

• Responsible for year-end reporting and processes.

• Manage the internal examination/audit process.

• Ensure timely submission of statutory accounts to the Independent Examiner/Auditor, Companies House, and Charity Commission.

Governance & Strategic Finance:

• Produce quarterly reports for the Board and other financial statements in liaison with the Treasurer.

• Attend quarterly Finance Audit and Risk Committee Meetings.

• Support the team to create budgets for funding applications.

• Support the team to accurately cost our services and products for sale ensuring we build in appropriate margins to support growth.

• Work with the board and senior team to build financial resilience, diversify income streams and savvy approaches to grow our income and impact.

HUMAN RESOURCES

• Oversee recruitment - ensuring timely production of JD’s, timetable for interviews, booking in interviews, ensuring Line Manager has prepared interview questions etc.

• Collaborate with the Executive Assistant and Company secretary to facilitate onboarding, induction and offboarding of staff.

• Maintain Breathe HR and ensure comprehensive HR records are kept.

• Ensure all performance management meetings are taking place.

• Review and update HR related policies and procedures (with external specialist HR support).

• Oversee staff training and maintenance of training records.

• Any other HR tasks - e.g. return to work interviews and supporting grievance or disciplinary proceedings.

CORE CHARITY OPERATIONS

• Oversee safe and secure organisation of files and folders, managing security settings and promoting good practice. Overseeing data and document retention in line with Policy. 10

• Oversee subscriptions and contracts of the charity including insurance, phones, web hosting, IT support and online subscriptions.

• Develop and maintain operational policy and procedure, e.g. around IT security, GDPR and Health and Safety.

• Act as Data Controller for the organisation.

PROJECT & TEAM SUPPORT

• Help plan and take minutes of internal team meetings and relevant external meetings.

• Manage administrative tools of the charity, supporting staff to access and utilise effectively including Breathe, Trainline, Google Suite, Microsoft 365, Zoom, CRM system and co-work space membership.

OTHER RESPONSIBILITIES

• Support colleagues with their understanding of finance.

• Act as the main point of contact with external accountants or consultants.

• Perform any other duties as reasonably required within this role to support the charity.