About us Work for us Head of Finance & Operations Job Vacancy This is a wonderful opportunity for a talented person with a background in business administration or finance to help Cambridge and its green landscapes. Salary £32,000-£40,000 pro rata, depending on experience Based at Wandlebury Country Park, Cambridge CB22 3AE. Closing date: 10am on 3 February 2020. A provisional date for interviews is Mon 24 Feb. Click here to download the application pack for this role or scroll below. About Cambridge Past, Present & Future Cambridge Past, Present & Future is a local charity that cares about Cambridge and its green landscapes: We protect the green setting of Cambridge and its most valuable landscapes and we are working to enhance and connect them for people and nature. We inspire people of all ages to get outdoors and help them to enjoy, learn about and get involved with their local environment, heritage and culture. We help to protect, celebrate and improve the important built heritage of the Cambridge area. We own and care for Wandlebury Country Park, Coton Countryside Reserve, Bourn Windmill, Hinxton Watermill and Cambridge Leper Chapel. We deliver a busy schools and public events programme. We were founded in 1928 to preserve the beauty of the historic city of Cambridge and its countryside setting and we work hard to influence the planning and development of the greater Cambridge area. We are a team of 12 staff (6 full and 6 part-time) supported by over 100 volunteers and assisted by contracted field teachers, advisors and service providers. The Opportunity This is an exciting time to join our charity, Cambridge is changing rapidly which poses threats and opportunities for the environment, heritage and quality of life. In recent years we have been working hard so that we can help to address issues such as biodiversity loss and climate change. Right now, the work of our charity is needed more than ever before and we need effective financial, administrative and business support functions to enable us to step up and make a difference. The retirement of the current post-holder will create a wonderful opportunity for a talented person with a background in business administration or finance to help us achieve our charitable aims. You will be a key member of the charity’s management team, reporting to the Chief Executive and Trustees and contributing to the strategic and operational management of all areas of the organisation. Supportive of our causes, you will use your financial and business administration skills to ensure the efficient day-to-day management of the charity’s finances, office and admin functions. Your excellent people and management skills will enable you to work successfully with your staff and volunteers, service providers and agents. Your knowledge of relevant UK legislation and your CPD will ensure that we operate to high standards. The current post-holder has a broad range of previous experience which has enabled them to take on a wide range of responsibilities, and this is reflected in the job description and person specification. We are aware that replacing all these skills is a big ask and we anticipate that applicants may not have all the essential or desirable skills we have listed. Where that is the case, we would discuss with potential candidates the options for training and development or whether some responsibilities could be transferred to another member of our team. We anticipate that there would be at least a one-month period of hand-over to enable the new post-holder to learn our systems and procedures from the current post-holder, in particular year-end accounts. You will be joining a small, friendly and committed management team where you can make a difference and your work will have an impact. Our office is in an 18th century building overlooking the beautiful Wandlebury estate. Wandlebury is located on top of the Gog Magog Hills just south of Cambridge. Terms & Conditions Start Date: Between 6 April and 1 June 2020 Contract: Permanent Probation Period: Six months Salary: £32,000 - £40,000 per annum, pro rata, dependent on experience Location: Wandlebury Country Park, Cambridge CB22 3AE. Some home working is also possible. Hours: 23 hours per week preferred but we can be flexible. We are very happy to consider flexible working arrangements to accommodate work-life balance. There will occasionally be evening working for which time off in lieu is given. Benefits: 33 days annual holiday entitlement pro rata, includes allowance for Public/ Bank Holidays. We currently provide a pension contribution of up to 5% of gross pay. Job Description Job Title: Head of Finance & Operations Responsible to: Chief Executive Responsible for: Education & Events Coordinator, Admin Assistant, relevant volunteers Job Summary: Responsible for day-to-day management of the charity’s finances, office and admin functions. Working through service providers, responsibility for the upkeep of financial and property investments, including lettings, repairs and maintenance. As Company Secretary, responsibility for secretariat to the Board of Trustees. Provide relevant advice to the Board, Management Team and committees. Company Secretary Ensuring that proposed activities of CambridgePPF are in accordance with the charity’s objects and powers. Advising on, and making, the statutory returns required under the Companies Act and by the Charity Commissioners. Arranging the Annual General Meeting and carrying out all associated procedures. Advising on and implementing action required under legislation or good practice, for example in relation to charity operations, financial regulations, employment law, health and safety, etc. Including seeking professional advice. Provide a secretariat function for the Board of Trustees, including organising meetings, preparing agendas and taking minutes. Finance & Investments In consultation with the Chief Executive and Honorary Treasurer, preparing annual budgets and other financial estimates for consideration by the Finance Committee and approval by the Board of Trustees. Preparation and publication of the Board of Trustees’ Annual Report and Accounts, including working with the charity’s auditors. Tender, appoint and manage relevant service providers, this currently includes Land Agent, Auditors and financial services (payroll, accounts processing and management reporting). Ensuring value-for-money. Working with the Chief Executive and Finance Committee, ensuring that the charity’s financial procedures are fit for purpose and implemented. Prepare monthly management accounts. Manage cash deposits and cash flow. Responsible for the charity’s handling of payments, cash and weekly banking. Responsible for the timely payment of contractors and suppliers, and the collection of monies owed to the charity. Responsible for the payment of staff salaries and pensions (through payroll and pension provider). Liaising with the charity’s financial investment managers and arranging the sale and purchase of investments as directed by the Finance Committee/Board. Working through the charity’s land agent, ensure the upkeep of investment properties, including lettings, repairs and maintenance. Provide a secretariat function for the Finance Committee, including organising meetings, preparing agendas and papers and taking minutes. Preparing relevant reports for the Trustees, Finance Committee and Chief Executive. Office Management Responsible for ensuring the effective day-to-day running of the office, including communications and filing systems, dealing with enquiries, cleaning, office supplies, supply of services such as electricity, heating and water, toilets, etc. Tender, appoint and manage relevant service providers and contractors, this currently includes IT support, telephone, internet, photo-copier, cleaning, electricity and heating oil. Ensuring value-for-money. Responsible for administration of employee IT user accounts on charity’s IT applications and business continuity processes for charity’s electronic information. Ensure that all office staff and volunteers have office equipment and services to enable them to carry out their work safely and effectively. Line Management of Staff & Volunteers Working with the Chief Executive, ensure sufficient staff and volunteer resource is available to meet the charity’s financial and administrative requirements. Recruit and line manage relevant staff and volunteers, including carrying out annual appraisals/contract reviews. Currently this is two members of staff, an Events Coordinator/Admin Officer and Admin Assistant. Organisational Support & Management Team Ensure the maintenance of a written record of sickness and holiday absences for all members of staff. Ensure the maintenance of a register of members of the charity, and the administration of membership applications/renewals. Support other managers with staff recruitment and the issue of employment contracts. Provide HR advice to other managers, including seeking professional legal or HR advice. Attend Management Team meetings and ensure close working and communication with other managers. Work with other managers to develop and deliver the charity’s plans. Other Responsibilities In addition, the postholder will be expected to: Liaise with other staff on all matters of overlapping responsibility; Deputise for the Chief Executive and other managers if required; Undertake any other duties which from time to time may be required by the charity (CambridgePPF is a small charity carrying out a wide range of operations and occasionally it may be necessary for the post-holder to cover for other staff or to help with the other operations of the charity). Comply with all the charity’s policies and procedures. Learning & Development Maintain an awareness of current regulations and good practice in respect of charity finances and law. Be committed to continuous professional development, where relevant maintaining any professional memberships. Proactively share knowledge and skills to develop colleagues and volunteers. Person Specification Criteria Essential Desirable Education and Qualifications Graduate level/higher qualification, or a relevant qualification or financial training. Project Management qualification Knowledge, skills and experience Experience of preparing end-of-year group accounts with auditors. Experience of cash handling, banking, paying invoices, etc and managing systems for this. Experience of using financial systems to produce monthly management accounts. Experience of calculating payroll. Experience of appointing and managing service providers. Experience of recruiting and managing staff. Experience of office management and providing support services. Excellent IT skills (spreadsheets, Microsoft Office suite, database management). Excellent oral and written communication skills, with demonstrable evidence of negotiation skills. Experience of providing secretariat functions. Knowledge/experience of the not-for-profit sector. Knowledge/experience of financial investments. Knowledge/experience of property management. Experience of putting in place and monitoring financial procedures. Knowledge/experience of IT systems, including trouble shooting. Knowledge/experience of HR management. Personality, character traits and disposition Excellent interpersonal skills. Confident and uses initiative. Excellent attention to detail. Ability to work under pressure and meet targets and deadlines. Self-motivated and positive outlook. Ability to organise and manage own workload and also work as part of a team. Interest in nature/heritage/ environment/culture/Cambridge/ outdoors. Miscellaneous Full Driving Licence. Proof of the right to work in the UK Flexibility to attend evening meetings and weekend events when required. How to Apply To apply, please email us the following: Your full CV. A covering letter telling us how you meet the person specification and job description - and also tell us why you are interested in this role. Contact details for two referees (who will not be approached without your permission) Applications should be emailed to Robin Barratt at [email protected] Please title your email ‘Job Application’ and include your name in the file name of your CV and cover letter. Closing date for applications is Monday 3 February 2020 at 10am. A provisional date for interviews is Mon 24 Feb. If you would like an informal chat about this role or have any questions please contact Robin Barratt on 01223 243830 (Mon-Wed).