Finance and Operations Manager

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1 Finance and Operations Manager This is a multi-disciplinary role requiring financial and operational management across a broad range of support activities in a 30-person social enterprise. The requirement is for a professionally qualified individual, ideally with experience in a high quality professional services environment, to become the focal point for all day-to-day operations within the organisation. About CEDR CEDR is a not-for-profit body that campaigns for better resolution of disputes and management of conflicts Our commercial arm, CEDR Services, comprises two business units; CEDR Solve, the largest independent alternative dispute resolution body in Europe, has access to over 5,000 mediators and neutrals worldwide. Our expertise has been called on by over 40,000 individuals and organisations across the globe CEDR Skills offers leading expertise in consultancy, training, and coaching to enhance skills and capability in negotiation and conflict management, including the leading internationally recognised Mediator Skills Training and Accreditation programme. The CEDR Foundation undertakes projects that promote awareness of the need for more effective dialogue, and how to achieve it. This work is supported by businesses, law firms and public sector organisations through membership. Our turnover is around 4 million per annum, and is generated largely from our professional service activities. We currently employ around 30 people, and we also work with some 100 selfemployed mediators, trainers and consultants on a regular basis. CEDR is based in modern open plan offices in Fleet Street EC4, where we also have in house training rooms and facilities. We have also recently opened a small office in Hong Kong and, from the autumn, will be starting to build up presences in both the Middle East and Ireland. Context Our present management structures reflect our orientation as a professional service organisation operating within a social business model. Our senior executive group are all practising mediators, trainers and consultants who spend a high proportion of their time on client-facing activities, often working internationally and thus way from the office for extended periods, The senior executive group currently comprises a Chief Executive, Deputy Chief Executive, and Finance Director. In addition, each of our business units has a designated director, as does our Foundation, with all members of this group reporting to the Chief Executive and then to the Board, which includes a number of non-executives. 1

2 At present this executive group also shares responsibility for all internal management within the organisation. However, with the expansion of client service work by the senior directors, there is now a requirement for a senior manager to take over the bulk of day-to-day responsibility for finance and operational management issues. The key elements of the role are: Leadership of financial and management accounting functions Management of office operations, premises and resources, including ICT Supervision of all personnel administration functions Working with directors and senior managers in business units to ensure that their operational needs are met Above all, the aim is to provide the senior executive group with reassurance that all elements of internal management are in safe hands such that they can focus their energies on client-facing activity. You will report directly to the Chief Executive or Deputy, and to the Senior Executive Team. Details of the Role Finance function Key responsibilities in the role are: Supervision of our financial accounting team comprising a full-time Finance Manager, part-time Credit Controller and shared Office/Accounts Assistant. Oversee all financial operations with a view to ensuring robust financial controls and appropriate, cost-effective and efficient allocations of resources. Ensure proper maintenance of financial accounting records of both the charity and its commercial trading subsidiary. Present accounting package is Sage 50 Accounts Professional. Ensure correct operation of monthly payroll systems, and compliance with HMRC accounting and reporting requirements. Present payroll package is Sage 50 Payroll Professional. Manage relationships with banks and other external agencies, including HMRC. Ensure compliance with quarterly VAT reporting requirements. Provide professional business support to budget-holders to ensure financial control and effective decision-making through financial, operational and business evaluation and analysis: Ensure efficient and timely production of monthly management accounting information and related performance management data to support and guide 2

3 business unit leaders and budget-holders in their financial management responsibilities. Develop and provide analytical reports and accounts on any aspect of the organisation s activities, and contribute to the overall financial appraisal of the organisation s performance. Support budget-holders in operational and business planning, including preparation of annual budget for business plan, forecast updates and individual project or programme budgets; and subsequent monitoring of performance against budgets Ensure that any overseas offices and/or projects provide regular and reliable financial and management information and budgets, and to the extent required, provide assistance to assist them develop appropriate systems. Lead annual accounts and audit process, including preparation of year end accounts, including detailed working papers files, and day-to-day liaison with auditors. Maintain appropriate insurance cover to manage risks relating to the organisation and its operations. Initiate and take the lead on systems developments and other procedural improvements to improve the efficiency and effectiveness of the financial accounting and management information system of the organisations. Office operations Key responsibilities in this area include: Supervision of the non-financial members of our central resources team comprising a Receptionist, Executive PA and shared Office/Accounts Assistant. Oversee the maintenance of the office premises, cleaning, repairs, etc, including identifying selecting and dealing with suppliers; prepare budgets and monitoring costs in relation to the above activities, monitor and ensure compliance with all relevant Health & Safety requirements, and implementing remedial action where appropriate, manage relationships with landlord s on-site personnel, including building manager, and liaison with other tenants where appropriate. Oversee all management, development and replacement of office systems, including maintenance and other equipment contracts Manage the day-to-day operation and future development of the company s I.T. infrastructure, including ownership of our relationship with our external technical consultants. Take the lead in identifying and encouraging the development and take-up of more automated working methods where these would add to overall efficiency. 3

4 Generally act as an internal resource for resolving routine I.T. queries, with the day-to-day support of the Office Assistant, so as to avoid unnecessary escalation of routine matters to our external consultants. Personnel administration Key responsibilities in this area include: Supervision of the work of our part-time Human Resources Manager (this is a split role, with the balance of her time spent on marketing activities that are managed elsewhere). Manage the financial side of Human Resources, including payroll, pensions and staff benefits schemes. This includes liaison with our retained independent financial advisers to ensure benefits are all up to date and correct for all employees. Working with directors to address staff training and development needs. Generally encouraging effective internal communications and all other aspects of good office practice within the organisation Working with business units The key requirement here is to work with directors, managers and staff in business units to ensure that their operational needs are met. The goal is to provide a working environment, equipment and facilities such that they can be efficient and effective in their client service activities. Hence, particular requirements are: Responsiveness to stated requirements from business units for system or facility improvements, where practicable Proactive engagement with staff in the business units where opportunities are identified that might improve their performance or efficiency. Although this post-holder would have no line management responsibility for staff working in the business units, there is a need to be an effective influencer, in effect encouraging and facilitating improvement through example and leadership. Timely delivery of resource-related projects as commissioned by business unit directors. Role requirements Professional: A recognised accountancy qualification Demonstrable commercial exposure, ideally within a professional services environment Proven management experience within both financial and operational roles 4

5 Familiarity with the non-profit sector would be preferred Effective problem-solving abilities High level of IT literacy Personal: A self-starter capable of setting their own agenda, managing their own workload, and getting things done with the minimum of supervision An influencer but with the ability to delegate and lead a team Hands-on approach A flexible attitude to work which is constantly changing and developing Able to deal with multi-tasks efficiently and effectively Excellent communication skills, including good presentation and confidence when dealing with senior colleagues, clients and contacts Good inter-personal skills, including calm and measured approach Team player CEDR offers a package of benefits including 5 weeks holiday, season ticket loan, contributory pension scheme, health care, permanent health and life insurance. CEDR is an equal opportunities employer and encourages applications from all sections of society. 5

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