Job Description Chief Operating Officer

Transcription

1 Job Description Chief Operating Officer Department: Director Group Reports to: Chief Executive Direct reports: Deputy Director of Finance, Jobshop Manager, Head of Nursery, Head of Facilities, Head of Governance, Head of HR Management Role Purpose: To provide strategic direction to the Board of Trustees, Finance and Risk Committee, Director Group and senior managers for Finance, Jobshop, Nursery, Facilities (including Health & Safety), Governance and Human Resources, providing leadership to direct reports in these functions, and ensuring the timely and effective delivery of the strategic and operational objectives of these areas; to provide high quality financial management information to support the Union s decision-making processes and ensure the financial sustainability of the organisation; and lead on and have oversight of the Union s Risk Management Policy and Business Continuity Policy and processes. The post-holder is a member of Director Group and as such collectively responsible for ensuring that the Union is striving to achieve its vision, deliver its charitable purpose, and operate in accordance with its values. The post-holder is responsible for building constructive relationships with key stakeholders, in particular senior University staff; and assisting the Chief Executive to ensure the Union provides services of outstanding quality, which complement and enhance the student experience at the University of Kent and Universities at Medway. Duties and Responsibilities Financial Responsibility 1. To take lead responsibility, in conjunction with the Chief Executive, for the Union s finances ( 11million + turnover per annum), providing regular reports to the Trustees, Finance and Risk Committee and management team. 2. To develop and implement Kent Union s Finance Strategy. 3. To develop strategic financial forecasts and, in conjunction with the Chief Executive, resultant plans of action. 4. To oversee production of an annual Income and Expenditure budget for the Union and to report monthly on any significant variance to budgets. 5. To oversee production of an annual Capital Expenditure budget, ensuring efficient use of capital and to advise the Trustees on implications on the Union s Balance Sheet. 6. To ensure best value for money is obtained throughout the Union and to be accountable for the security of all resources including stock and cash. 7. To develop, implement and review the Union s Financial Procedures and accounting methodology. 8. To strategically review which services and functions the Union should retain in-house and which it should consider out-sourcing, in conjunction with the Chief Executive. 9. To ensure compliance with all Finance statutory requirements including annual financial reporting, Financial Reporting Standards, Charities SORP, VAT, PAYE and taxation. 1 P a g e

2 Responsibility for People 1. To support the Chief Executive in ensuring Kent Union is an outstanding employer. 2. To ensure staffing levels across the organisation are adequate and appropriate to meet the needs of the Union and its members. 3. To co-ordinate communication with staff and ensure that key stakeholders are aware of the Union s strategic goals, charitable purpose and values. 4. To effectively communicate individual, team and organisational goals to all direct reports and team members. 5. To give regular and constructive feedback, and ask for feedback from the team on how you are leading, managing and developing staff and act on it to improve performance. 6. To undertake performance reviews of direct reports, in line with Kent Union policy. 7. To encourage open feedback and debate from team members. 8. To effectively coach and mentor people to help achieve potential, and lead by example on continuous personal development. 9. To co-ordinate the work and monitor the workloads of direct reports, ensuring that staff levels are adequate and efficient. 10. To assist in the development of direct reports by encouraging a learning and development culture. Responsibility for Strategic Management and Leadership 1. To develop, implement and monitor the Finance, Facilities, Governance and Human Resources Departments and supporting Strategies and ensure stakeholders are involved, as appropriate, in the development of the strategies. 2. To provide strategic direction to the Board of Trustees, Director Group and senior managers for Finance, Jobshop, Nursery, Facilities, Governance and Human Resources. 3. To attend meetings of the Board of Trustees, in an advisory capacity, and lead on coordination of the annual programme of Finance and Risk Committee. 4. To be a full participant in overall organisational strategic planning groups and processes. 5. To ensure the Annual Budget supports effective delivery of Kent Union's strategic objectives, subject to available resources, and to advise the Trustees and Chief Executive of implications of the Budget on the Union s balance sheet and financial position. 6. To recommend the Reserves Policy to the Board of Trustees and Finance and Risk Committee. 7. To provide leadership to the Finance, Jobshop, Nursery, Facilities, Governance and Human Resources functions. 8. To lead on and have oversight of the Union s Risk Management Policy and Business Continuity Policy and processes. 9. To compile an annual benchmarking report for financial and non-financial key performance indicators for the Board of Trustees. 10. To attend the Union s Health & Safety Committee and, in conjunction with the Head of Governance and the Committee Chair, co-ordinate the Committee s programme of work. 2 P a g e

3 External Stakeholders 1. To liaise with University staff and stakeholders, endeavouring to develop constructive, mutually-beneficial and strategic relationships, including attendance at key University meetings and Committees. 2. To ensure mutually beneficial relationships exist with the Union s suppliers and to oversee the Union s contracts. 3. To maintain an effective working relationship with the Union s external auditors, formulating the response to the Audit Findings Report, ensuring agreed actions are implemented, and achieving an Unqualified Audit Opinion each year. 4. To maintain an effective working relationship with the University s Internal Audit department to ensure the University have strong assurance that the Union s financial controls are robust and the Union delivers value for money for University funding. 5. To ensure effective relationships exist with the Union s insurers, banking providers, and with HMRC. Operational Management 1. To ensure that the Union s Health and Safety Policy and Health and Safety legislation is adhered to at all times. 2. To guide Direct Reports in healthy and safe working practices and provide leadership in health and safety, with the aim of creating a safe and healthy working environment. 3. To ensure that insurance cover is adequate for all areas of the Union and that any requirements made by the Union s insurers are met. 4. To ensure that the Union is compliant with all relevant legislation and statutory requirements. 5. To develop, in liaison with the relevant department heads, and implement annual operating plans for Finance, Jobshop, Nursery, Facilities, Governance and Human Resources. 6. To carry out other duties and activities as reasonably required to support colleagues in achieving Kent Union s Strategic Plan. Expected Behaviours 1. To attend training sessions, and appropriate meetings as and when required by Kent Union. 2. To contribute to the positive image of Kent Union with students, the University and the local community. 3. To lead by example and demonstrate a full understanding of the organisation s democratic structures. 4. To ensure systems are in place to reduce Kent Union s impact on the environment. 5. To act as an ambassador for Kent Union and show loyalty to the organisation, abiding by the Union s Constitution, policies and procedures at all times. 6. To undertake other tasks and responsibilities compatible with the level and nature of the post as required by your manager from time to time. Summary of terms This is a full time, permanent post 3 P a g e

4 Hours of work - as necessary, although this is not expected to be excessive Normal place of work Canterbury, but expected to work at other sites as necessary Working pattern standard office hours, but expected to work outside normal office hours and at weekends on occasion This job description does not form part of your contract of employment. 4 P a g e

5 Person Specification Essential requirements should be demonstrated before appointment and maintained in post. Desirable elements should be developed and maintained once in post as needed Qualifications Essential Desirable Tested at Interview Tested at application Educated to degree level Generalist management qualification (e.g. DMS or MBA) Health & safety management qualification (e.g. IOSH Certificate in Managing Safety) Membership of a relevant professional accountancy body (e.g. ACA, CIMA, ACCA) Experience Significant management and leadership experience, including at senior Finance level in complex organisation Proven record of successful financial management, including of large budgets, and leading and motivating a Finance team to deliver outstanding results Experience of dealing with strategic financial issues, including interpretation of complex financial information and business planning Experience of overseeing all aspects in the production of annual financial statements and monthly management accounts in a similarly sized and complex organisation A track record of leading the formulation and delivery of corporate and strategic plans, objectives and policies Experience and demonstrable success in managing organisational growth A track record of leading multi-disciplinary or non-finance teams to achieve improvement and outstanding results Experience of developing and sustaining a culture that engages and meets the needs of customers and staff in a safe, open and high performing environment Evidence of success in building and enhancing the reputation of an organisation with external bodies A track record of forging successful partnerships with a wide range of internal and external stakeholders Experience of appraising business plans/undertaking financial modelling for new initiatives Experience of building constructive working relationships in a political, democratic or membership-led environment Experience of managing large and complex contracts, including tendering, to achieve organisational objectives 5 P a g e

6 Knowledge Comprehensive knowledge of relevant legislation, in particular health and safety, charity and employment law A good knowledge of health & safety legislation and best practice in the management of health and safety A comprehensive knowledge of best practice, relevant legislation and statutory requirements in financial reporting and management A sound understanding of best practice in human resource and performance management A sound understanding of effective governance in notfor-profit organisations Awareness of the structures and systems in, and current issues affecting, Higher Education Skills and Abilities Ability to operate effectively in a democratic environment, with the political skills and acumen to develop productive relationships with the Trustees, commanding trust and confidence Skilled and committed user of IT, particularly Microsoft Office, enabling efficiencies and improved service through the use of technology Corporate, strategic thinker, able to gain commitment to a clear vision and mission, and deliver results Excellent presentation, oral and written skills, with the ability to relate to and communicate effectively with people at all levels Sound judgement and ability to handle competing priorities and a challenging workload under pressure A confident and resourceful leader who can operate in a complex multi-disciplined environment and who has credibility because of what they do and how they do it Values & Behaviours Evidence of a personal commitment to continuing professional development A leader on equality of opportunity who values diversity and removes barriers to equality An excellent role model who promotes high standards of probity, integrity and honesty A strong commitment to sound ethical and environmental practices A leader and effective manager who is positive, solution focused, able to take tough decisions, determined and resilient enough to cope with the demands of the role June P a g e