Recruitment Information Pack DIRECTOR OF FINANCE & RESOURCES/ COMPANY SECRETARY

Transcription

1 Recruitment Information Pack DIRECTOR OF FINANCE & RESOURCES/ COMPANY SECRETARY

2 MCS - Our vision, our mission Plastic bags, microbeads, wet wipes, plastic bottles and straws are big news. Following the success of BBC1's Blue Planet II and Sky Ocean Rescue there's a growing understanding that we, as a nation, have to do something about the rising tide of plastic on our beaches and in our seas. The Marine Conservation Society (MCS) is at the heart of this movement. We successfully campaigned for carrier bag charges in all the home nations and the ban on microbeads in personal care products. Our wet wipe campaign has led to awareness of 'non-flushables' and bottle deposit return schemes are now being seriously considered by Government. We're also at the forefront of encouraging the nation to choose sustainable seafood with our Good Fish Guide and in the last year alone we improved the sustainability of the seafood of over 300 million meals this year. We're also working to ensure the seas around the UK are better protected with specific areas set aside to allow species and habitats to survive without the risk of being ruined by damaging human activities - and then making sure those areas are properly managed so they really work. MCS is the UK's leading marine charity based in Herefordshire with operating hubs in London and Edinburgh. We are the go-to organisation when it comes to marine issues and we're looking for a visionary and driven Director of Finance & Resources to join our team. Your actions will allow your colleagues to make a massive difference to the future of our seas both at home and around the UK's Overseas Territories. MCS - Our vision, our mission Our vision Seas full of life - seas and coasts where nature flourishes and people thrive. Our mission To drive political, cultural and social change for healthy seas and coasts that support abundant marine wildlife, sustainable livelihoods and enjoyment for all. What we stand for Science and people - our staff, volunteers, supporters and partners - are at the heart of everything we do. We act because everyone relies on the ocean to survive, from the air we breathe to the food we eat. By helping people to discover, value and enjoy being connected to our seas, we can all make better decisions today, which will ensure seas full of life for future generations. Why we need to act Our seas are under threat - from pollution, overfishing and a lack of protection. We are taking too much out, for example fish and oil - often using intensive or destructive techniques. We are putting too much in - waste, pollution and damaging development. What we need to achieve Stop taking too much out of our seas - MCS will work to ensure sustainable use of the seas by minimising harm when we harvest resources, for example through fishing and oil extraction. Stop putting too much into our seas - MCS will work to prevent and clean up marine litter and pollution, and to minimise damage from development and climate change. credible passionate evidence based solutions focussed engaging proactive campaigning collaborative

3 Job Description: Director of Finance & Resources/Company Secretary 1. Reporting structure Responsible to: Responsible for: CEO 4 Direct reports (staff who report to this post) Head of HR &Facilities Finance Manager Head of IT& Data Projects Co-ordinator 7 Indirect reports (staff who report to a manager who directly reports to this post) Office Administrator HR & Exec Support Accounts Officer Data Manager PHP Developer Senior Website Developer IT Officer 2. Overall purpose and objectives Purpose: Responsible for the leadership, resources, planning, support and delivery of all aspects of Finance, HR, IT & Data, Office Administration and Facilities Management. A member of the Senior Management Team (SMT) and responsible to the Board for developing and implementing strategies that maintain the financial and administrative wellbeing of the organisation and facilitate the development of the strategic direction of the charity. As Company Secretary, responsible for the legal, contractual and constitutional responsibilities of MCS and the health and safety of staff and volunteers. 3. Key responsibilities Accountable for reporting to and advising the Board of Trustees on financial and operational resources by leading with all aspects of strategic financial planning, including reserves policy, and ensuring strong and effective processes are in place for resource allocation and performance monitoring. Supporting the Treasurer, Board and sub-committees, CEO, Senior Management Team and budget holders with accurate, timely and useful finance and resource management information. Leading and motivating a team of staff to deliver high quality support services across Finance, HR, IT& Data, office systems, premises and location strategies and contract management. Providing strong leadership, individually and as a member of the Executive Team, in supporting the development of MCS s strategy and business planning, its day-to-day management and the monitoring of progress and performance towards agreed objectives. Taking a lead role in ensuring that the charity is fully compliant with legal and regulatory requirements.

4 4. Main duties Working with the Board and strategic development Accountable for reporting to the Board on relevant financial, operational and legal matters affecting the organisation, including production of regular management and statutory reports that reflect the state of the charity s financial affairs and reporting at Board meetings as appropriate. Lead contact and secretariat to the Finance and General Purposes Committee and report on developments affecting MCS finances and operations. Responsible for the financial health of the organisation, ensuring that expenditure is controlled in line with budgets as approved by the Board. Prepare papers for the Board reporting on progress against plan, summarizing the financial health, budgets, forecasts and resource developments. Carry out all other duties as may from time to time be determined by the Chairman of the Board of Trustees and members of the Finance and General Purposes Committee. Finance and Resources Management Prepare the Annual Report and Accounts and manage all aspects of their audit and distribution, including filing with all statutory authorities. Accountable for the financial analyses that advise SMT in evaluating profitability of income streams, and potential for cost efficiencies. Manage all financial policies & internal control procedures. Responsible for all the charity s tax affairs, including Corporation Tax, VAT, Gift Aid, PAYE. Responsible for treasury and working capital and weekly electronic and manual payments, liaise with bankers, and manage foreign payment requirements. Liaise directly with legal with external regulators and advisers, such as lawyers and auditors regarding MCS charitable status and financial operations. Accountable for budgetary control and forecast information and regular updates to facilitate accurate year-end and future forecasting. From the monthly Management Accounts compile regular finance reports for the Treasurer, CEO and Senior Management Team and quarterly reports for the Board on the finances of the organisation, budgets and forecasts to year-end. Responsible for all aspects of the accounting system at MCS, including accounts receivable, accounts payable, payroll, bank reconciliations, VAT recovery, petty cash, purchases and deliveries. Accountable for effective management of MCS bank accounts including transferring funds and liaison with bank authorities to optimise the service provided Oversee the development, management and implementation of HR strategies, processes and communications that support the organisational developments. Include all HR policies and practices, records and returns, for example, staff contracts, employee handbook, Health and Safety legislation and all aspects of payroll. Liaise and negotiate with relevant landlords regarding all matters relating to leases for premises that MCS occupies. Lead on all matters relating to the lease including lease breaks options and premises occupation. Oversee the management of the facilities at MCS, including ensuring compliance with Health & Safety legislation, supplier contracts and the safety and upkeep of the office premises. Oversee the development, management and implementation of the IT and Data strategy that support the overall MCS strategic direction. Ensure the appropriate policies and procedures are in place for best practice monitoring of the use of IT and legal compliance. Oversee the management of the provision of MCS hardware and software, ensuring the best possible outcomes for business continuity and user experience. Oversee the management of the provision of data analysis, data input and data cleanliness at MCS that supports the strategic direction of the organisation and complies with Data Protection regulations.

5 Finance and Resources Team Management Identify and support opportunities to improve MCS working environment and support developments and change initiatives. Lead by example on all aspects of team and personnel management, championing best practice and actively seeking to develop management skills in self and others. Ensure that all members of the Finance and Resources team are kept informed on MCS strategic developments and are motivated and guided to contribute fully to the realisation of MCS mission, vision, goals and objectives. Provide support and supervision to direct reports and ensure support and supervision is given to any indirect reports in accordance with MCS policy and procedures. Ensure regular and effective review and appraisal of staff performance is carried out in accordance with MCS procedures. Organise regular Finance and Resources Team meetings to engender team work and exchange of information about activities. Oversee the Finance and Resources team work plan, ensuring that work is planned to realistic timetables, team members are aware of their roles and responsibilities and that work can be completed within working time and resources available. Ensure effective working between the Finance and Resources Team with the Fundraising, Marketing and Conservation departments. Manage the overall budget for the department, including preparation of an annual budget and close monitoring of income and expenditure against budget by Managers. Ensure that Finance and Resource policies are regularly reviewed, effectively communicated to all staff and adhered to by staff. Responsible for the effective and efficient use of staff capacity and skills to optimise team performance. Company Secretary Responsible for developing and producing regular financial management reports and statutory reports to Trustees that truly reflect the state of the Society s financial affairs, including the preparation of the Annual Report and Financial Statements. Responsible for maintaining up to date registers of Directors at Companies House and the Charity Commission and filing all statutory returns in a timely manner. Responsible for the preparation of Board meetings and Committee Meetings and for the management of the support for quarterly Board meetings, arranging the appropriate papers taking minutes and maintaining statutory records. Ensure all statutory requirements are fulfilled for Board Meetings, Committee Meetings and Annual General Meetings and maintain the statutory books for the charity, including registers of members, directors and secretaries in line with current practices and as required by law. Contribute to Board meeting discussions, and advise on the legal, governance, accounting and tax implications of proposed policies. Responsible for ensuring changes in relevant legislation and the regulatory environment are implemented at MCS and liaise with the Board and CEO as appropriate. Ensure the company complies with all applicable codes, as well as its legal and statutory requirements and to be responsible for the discharge of the organisation s constitutional and legal obligations, in particular, Health & Safety, Employment and Charity Law. Authorised signatory on all contractual agreements with employees, external contractors, suppliers of goods and services, consultants, commercial agreements and various funder agreements. Responsible for all MCS s insurance requirements and ensuring appropriate risks are identified and adequate cover is provided. Responsible for maintaining, updating and presenting risk register for approval by the Board. Ensure appropriate Data Protection policies and measures are in place and registration with the appropriate bodies is maintained. Maintain the Trustee Handbook and liaise with Trustees to keep it up to date.

6 Strategy and Business Planning Lead on strategy development on MCS financial, HR, IT and Data operations and advise on the best use of resources to complement the overall organisational development and implementation of the strategy through regular input at SMT meetings and full team meetings. Accountable for the implementation of financial, HR, IT and Data strategies to facilitate and support the development and operation of MCS. Support delivery of the fundraising and membership strategies, providing input to ensure effective financial accounting and reporting systems and optimising income generation and receipt of funds and supporters. Input to the development and delivery of the organisation s wider Strategy and Business Plan as a member of the Senior Management Team and as a representative of the Finance and Resources directorate. 5. Additional tasks Emergency key holder for out of hours access to MCS premises Identified as Responsible Person for duties related to health & safety 6. Internal reporting Inform the Chief Executive of developments and activities on an ongoing basis; Produce an annual work plan; Maintain a detailed advance quarterly Work Plan or Online Calendar; Oversee preparation of a quarterly written report on activities and progress against targets for submission to the Chief Executive and Board of Trustees; Attend regular meetings with the Chief Executive as required; Attend Senior Management Team meetings as required; Attend other departmental (Conservation/Finance and Resources) team meetings as required; Attend and report directly to Trustee Board meetings as required; Liaise directly with Trustees as appropriate, keeping the Chief Executive informed of communications. 7. General Duties: Support MCS strategies and initiatives to expand the organisation s membership, raise funds and communicate the wider aims of MCS throughout their work. Maintain the highest professional standards at all times, ensuring that all outputs are produced within agreed budgets, time scales and specifications. Represent MCS externally, attending meetings, conferences and events as and when appropriate. Assist with general enquiries on information and resources from MCS, when necessary. Act responsibly in terms of the health, safety and welfare of yourself and colleagues, acting in accordance with our Health & Safety Policy and Procedures, and the policies as set out in the Employee Handbook. The duties and responsibilities highlighted in this Job Description are indicative and may vary over time. Post holders are expected to undertake other reasonable duties and responsibilities relevant to the nature, level and scope of the post as advised by the Chairman of the Chief Executive.

7 8. Working relationships Internal Internal to MCS Volunteers Work effectively with the Board of Trustees, giving guidance on Charity Commission requirements. Member of Finance and General Purposes Committee and Senior Management Team Professional support and guidance to all staff Responsible for Insurance obligations for volunteers External External consultants External stakeholders Responsible for contractual obligations for external consultants Manage external agencies and consultants for delivery of discrete projects Manage outputs and key contact for MCS auditors, HMRC, Insurers, Companies House, bankers and contractors 9. Working environment Physical environment Travel Jobholder works in own office within MCS headquarters Average of 6 days worked out of office in any one year, primarily to London. 10. Dimensions and Limits of Authority Budget Accountable for a budget of c. 500,000. Responsible for monitoring all budgets for MCS. Can sign off expenditure up to 20,000 without pre-approval. Management Working within the limits of MCS policy, the postholder can recruit and performance manage staff, and take disciplinary action (excluding termination of contracts) where this is deemed necessary. Responsible for setting salary levels for new starters and for recommending annual pay awards for Finance and Resources team. Strategy Policy Outputs Other Accountable for developing and implementing strategies that ensuring effective financial, HR, IT, Data and Admin and facilities management and complement the overall business strategy. Accountable for development and implementation of all Administrative, Financial, Human Resources, Health and Safety, and Operational Policies and procedures Accountable for output of annual Report and Financial Statements, production of papers for the Board and Finance and General Purposes Committee and contracts with internal and external suppliers. Accountable for Business Internet Banking transactions, BACS, Bank Transfers, foreign funds, company credit card Authorises all payments Accountable for payroll and authority to make adjustments Responsible for salary adjustments Authority to act on behalf of Trustees as Company Secretary Signatory on statutory documents Signatory on contracts with suppliers and funders Accountable to HMRC for all taxes Gift Aid, PAYE, VAT

8 11. Person specification Essential Desirable Proven ability and competencies Proven ability to lead and manage a high achieving, professional team, including recruitment, development, support and supervision. Other skills and abilities Qualifications, training and knowledge Personal qualities Proven ability to work with non-profit accounts. Proven ability to manage substantial income and expenditure budgets. Proven ability to manage a large and diverse workload. High level of competence in financial procedures and management. Ability to work with complex spreadsheets to provide accurate financial analysis Excellent planning and organisational skills, including ability to prioritise heavy workload, time management and attention to detail. Ability to provide a strategic overview, assess impact of actions on overall operations and take a solutions based approach. A relevant accounting qualification (ACCA) with experience in the production of charity financial statements. Working knowledge of management accounts preparation, familiarity with book-keeping software, preferably TAS Books and Sage Payroll. A strong leader able to inspire and motivate teams and individuals. Flexible and adaptable approach to work. A resilient and highly motivated individual, able to work on their own initiative as well as within a team. A management and personal style in line with MCS s values: supportive, approachable, responsible, reliable and personable A good team player who places emphasis on building open and supportive relations and working by example. A desire to promote positive change and seek ongoing improvement in working practices. Working knowledge of employment law and HR policies.

9 How to apply You are invited to complete the application form which you can download from our Jobs webpage The application form is in two parts part 1 collects your personal information and part 2 asks for your relevant work history, your qualifications and a supporting statement where you can outline your background and experience for the role. Part 1 is separated and does not form part of the shortlisting process so please return the application form to us in a format that we can edit using Microsoft Word (so for example, not a pdf or a Pages document!). Along with the rest of your experience, we are particularly interested in your supporting statements. Here we are looking for you to tell us how your experience meets the role requirements. Please refer closely to both the job description and the person specification when completing this section. Your statement should include examples of your work or experience to evidence how you meet the job criteria and person specification and what skills you bring which would make you successful in the role. We are also interested in what inspired you to apply for this role with us tell us what it is about our work that attracted you to the organisation and the position. Please return your completed application forms by to hr@mcsuk.org and ensure the role you are applying for is in the subject line. Interviews are usually held at our offices in Ross-on-Wye though this may change dependent on the intended office location of the role. You may be requested to prepare a task in advance, or take part in a group activity as part of the assessment process full details will be provided to you in the invitation to interview. If you feel you require any reasonable adjustments to allow you to take part fully in the interview process, do let us know on the application form. All offers of employment are conditional, subject to the following: candidates are required to provide proof of current and continued eligibility to work in the UK and will be required to present original documents if invited for interview. Information on what you ll need to show will be provided as part of the invitation to attend an interview but you can read more on the Home Office UK Border Agency website: receipt of two references which are satisfactory to MCS. If you would like to speak to us, please call the HR team on Closing Date: Sunday 28 January 2018 Interviews: Expected to be w/c 12 February 2018

10 Working with MCS Hours of work Annual leave Occupational sick pay Learning & development Pension Childcare Voucher Scheme Our normal full-time working week is 35 hours. We offer Time Off in Lieu (TOIL) where you may have been required to work in excess of your standard hours and we have a flexible approach to our daily start and finish times in order to support you in balancing your work and home life. We offer 25 days annual leave per annum, plus Bank Holidays pro rated for part-time or fixed term contracts. Your entitlement to leave increases with service, to a maximum of 30 days after 10 years with us. Senior Management/Directors start at 27 days annual leave per annum, plus Bank Holidays, rising to a maximum of 30 days after 5 years. MCS seeks to support our team members when they have periods of sickness and once through the probationary period you are entitled to occupational sick pay equivalent to 8 weeks at full pay followed by 8 weeks at half-pay in any rolling year (pro-rated for part-time or fixed-term contracts) MCS recognises that its employees are fundamental to its success, and seeks to provide an outstanding and distinctive social and working environment in which both the organisation and its employees can flourish and achieve their full potential. We seek to employ and develop high calibre and highperforming staff in order to meet our strategic objectives. We will auto-enrol all employees in their third month of employment into our stakeholder pension scheme. On a monthly basis, MCS will contribute the equivalent of 2% of your annual salary into our scheme. After 6 months service, MCS will contribute an amount equivalent to 6% of your annual salary into our scheme on a monthly basis. You may choose to make personal contributions when you commence employment with us, and at any time from then. Our childcare voucher scheme is open to all employees who are parents or guardians and currently use registered childcare facilities. Employees can easily self-administer their vouchers through the Computershare online service. Equality & Diversity at MCS Everyone can expect to be treated with consideration and respect and MCS is committed to providing an inclusive environment for all. Good working relationships release the full potential, creativity and productivity of each individual, in an atmosphere where everyone can learn and work without prejudice, discrimination, harassment or violence. Registered Charity No: Registered (England & Wales) SC (Scotland) Office: Overross House, Ross Park, Ross-on-Wye, HR9 7US