MARY HARE CHARITY DIRECTOR OF FINANCE AND BUSINESS (DFB) JOB DESCRIPTION The Mary Hare Charity is led by a Principal & Chief Executive who is the Principal of the two schools - Mary Hare School and Mary Hare Primary School and is also responsible for the Training Division. There are two Divisional Heads, the Director of Finance and Business (the subject of this description) and the Director of Development, responsible for Fundraising, Marketing, Communications and for links with the Mary Hare Foundation. A Business Manager is currently responsible for direction of the business ventures. These posts form the basis of an Executive Committee chaired by the Principal & Chief Executive. 1. Primary Objectives This post is a senior position in the executive team of the Mary Hare charity. The postholder manages the division of the Mary Hare charity that provides support for finance and corporate services across the whole organisation, including as Bursar for the schools. The areas covered include: Finance, HR, Estate Management, support for the Board of Governors and Trustees of the Mary Foundation and corporate support for businesses run by the charity. As Company Secretary and/or Director of component companies, support for legal and charitable compliance for the charity and the various companies As part of the Executive team, he/she will contribute to and support the development and implementation of the strategy of the charity and its component businesses, including support for the development of major projects. As the representative of the management team acting as Health and Safety Officer, he/she will advise the team regarding Health and Safety issues, and compliance requirements across all divisions, and share responsibility for implementation with division heads. Initially the postholder, as a Director of the Joint Venture businesses in Hearing Services, will participate in discussions of their Boards regarding strategy and direction. The Business Manager (the current incumbent, Dr. Ivan Tucker) will continue to direct the day-to-day business of the ventures and to advise the Trustees of Mary Hare and the joint venture partners on strategic opportunities. After a transitional period while the postholder gains experience of the various business areas, he/she will take over the strategic leadership for Mary Hare of the all its business ventures, both the joint ventures and the wholly owned businesses (see below). He/She will report to the Principal & Chief Executive in matters relating to support of the charity and of the businesses and to the Chairman of the Finance Committee of the Board of Mary Hare in matters relating to professional finance. Reporting to the DFB will be Domestic Bursar responsible for catering and housekeeping, the Facilities Manager, the Assistant Bursar (Finance) and the Assistant Bursar (Accounts).. The post is based at the Headquarters of Mary Hare at Arlington Manor, Snelsmore Common, Newbury, Berkshire, RG14 3BQ.
2. Specific Duties (as detailed in Appendix 1) Finance The DFB, working with the Principal & Chief Executive and the Chairman of the Finance Committee, is responsible for leading all aspects of the charity s finances. He/She directly manages the spending of his/her division and provides analysis, advice and support on spending controlled by other divisions. He/She will advise both the Principal & Chief Executive and the Board on gaining best value for the spending of the organisation. This includes budgeting and budgetary control within the spending limits authorised by the Board of Governors, the ordering of goods and services, certifying and payment of invoices, receipts, banking and investment of income, the payment of wages and salaries of staff in the schools and businesses, the efficient keeping of appropriate records and ensuring the proper insurance of the Charity s assets. The DFB will advise on school fees and will know the variety of other funding mechanisms to ensure that the organisation does not miss opportunities to support its work. The DFB will provide timely management accounts to the management team and to the Trustees of the charity to enable monitoring and control of the finances and financial performance of the organisation. The DFB will work with Finance advisers and auditors in the production of statutory accounts and reports to Companies House and the Charity Commission. Human Resources The DFB is responsible for the development and implementation of personnel policies across the whole organisation and for the employment and supervision of support staff within his/her organisation. He/She is responsible for the planning and payment of wages and salaries and the necessary relationships with the Government bodies dealing with P.A.Y.E., National Insurance, with various pensions bodies such as T.P.A. and Berkshire Pensions and with the Local Government Employers Association regarding terms of service for Teachers and National Joint Council terms for other staff. Estate Management The organisation owns substantial real estate, with extensive premises on two major sites of 124 and 29 acres respectively. The DFB oversees the maintenance and development of buildings, grounds, housekeeping, furnishing etc and may act as the organisation s project manager in instances where new buildings are being planned and implemented. In this respect the DFB will be required to show commercial flair and the ability to work with partners and contractors. The DFB will seek to maximise lettings and other business income for the benefit of the charity. Business Management After the transitional period, the DFB will provide strategic leadership to the businesses and joint ventures and will provide guidance to the executive team and the Board of Mary Hare on strategic opportunities and business prospects for the companies. He/She will liaise with the Principal & Chief Executive to ensure that business opportunities arising from developments in the broad hearing impairment, deaf education and audiology environments are recognised and realised. He/She will provide operational guidance and support to the businesses including in researching markets and business opportunities. Official Posts: The DFB will act as Clerk to the Mary Hare Board of Governors The DFB will act as Company Secretary to Mary Hare The DFB will act as Secretary to the Mary Hare Foundation.
The DFB will act as a Director and Company Secretary of Mary Hare Services, the organisation s trading arm. The DFB will act as a Director of Arlington Laboratories Ltd and will be responsible for paying staff and for paying supplier bills. The DFB will liaise closely with the Manchester based staff of the partner who are responsible for accounting The DFB will act as a Director and Company Secretary and Finance Manager of the Hearing Aid Repair Shop (UK) Ltd and will be responsible for settling all accounts and paying staff. The DFB will act as a Partner Representative for Mary Hare Services Ltd as partner in the Mary Hare Hearing Services Limited Liability Partnership and will be responsible for settling all accounts and for paying staff The DFB will act as the Senior Health and Safety Officer of the Mary Hare Charity supported by other senior colleagues. He/She will have knowledge of risk assessment tools and safety procedures. He/She will put in place mechanisms to ensure that this knowledge is constantly up-dated and that legal compliance in health and safety matters is sustained. Noncharitable businesses Mary Hare Services Ltd Arlington Laboratories Ltd Hearing Aid Repair Shop (UK) Ltd Mary Hare Hearing Centres LLP Business interest Turnover Number of dedicated staff Venture partner Letting charity facilities 125,000 0 100% subsidiary Weddings 110,000 1 Conferences 65,000 2 Theatre 85,000 2 Manufacture of ear moulds and ear protection 1,250,000 22 Starkey Laboratories Ltd. Repair of hearing aids 100,000 2 Paradigm Inc. Dispensing and sale of hearing aids 280,000 3 Ascent Investments (UK) Ltd.
Appendix 1 D U T I ES OF DI RECTO R O F CORPO R AT E SERVICES FINANCE AND ACCOUNTANCY Advising on general financial policy within the charity Preparing annual estimates of income and expenditure to include the preparation of departmental budgets within the charity, in consultation with senior staff Monitoring income and expenditure in relation to budget and presenting regular management reports to the Executive and the Governors Keeping the accounts of the charity and advising accountants in the preparation of Statements of Financial Activity (SOFA) and Balance sheets in accordance with the charities Statement of Recommended Practice (SORP) Maintaining cash flow projections for the current and future years Advising on deposits of cash funds Preparing invoices for pupil fees and collecting all fees and extras Payment of all salaries and wages, including PAYE, Superannuation and National Insurance Contributions. Compliance with regulations for benefits in kind Administering pension schemes for teaching and non teaching staff Scrutinising and passing for payment all invoices received in the charity Keeping analyses of costs and other statistical records Preparing forecasts for the future financial performance of the charity and its associated businesses; usually over a period of five years Preparing financial appraisals of particular projects Ensuring compliance with regulations for VAT G E N E R AL M AN AG E M E N T A N D AD M I N I S T R AT I O N Acting as Secretary to the Board of Governors and to various Committees and as Company Secretary Acting as a member of the Charity s Executive Team leading particularly in areas of finance and resources management and contributing to strategy planning Ensuring compliance with all relevant aspects of employment law. Act as the charity s adviser on employment matters including disciplinary procedures. Ensure that the organisation has appropriate disciplinary and grievance procedures Ensuring that all relevant staff have contracts of employment and keeping the organisation s standard contracts up to date as new legislation takes effect Establishing and maintaining terms and conditions of service, supervision and welfare of all non-teaching staff Formulating, monitoring and implementing the organisation s policy to comply with the requirements of Health and Safety legislation. Carry out risk assessments where appropriate and monitor all departments to ensure that they are carrying out risk assessments. Take professional advice as required Ensuring that the charity and its component businesses have adequate insurance cover at all times to include employer s liability, buildings and equipment cover, personal accident, travel insurance and other relevant cover. Purchasing, either directly or through a purchasing group, all goods and services for the organisation Arranging for staff accommodation where appropriate and dealing with the letting of property to employees and third parties Letting of premises and facilities to outside organisations Advising on and taking the appropriate security measures within the organisation, both physical and for staff and pupils Catering, cleaning and other domestic and housekeeping services Providing minibuses and transport. Compliance with the regulations for the operation of minibuses; driver training and assessments; servicing and MOT tests
Appendix 1 BUILDINGS GROUNDS Maintenance and refurbishment of buildings. Preparation of maintenance schedules and keeping of records The installation and maintenance of equipment for the detection, warning, protection and escape from fire. To ensure the necessary fire risk assessments are carried out and appropriate action plans put in place The maintenance and efficiency of the installations and plant for electric and gas supply, heating, domestic hot water, water softening etc. Letting of energy supply contracts at competitive rates, either directly or through a purchasing group. Promotion of energy conservation Ensure that catering areas meet the requirements for hygiene and food safety The maintenance of the lighting and ventilation in all buildings Drawing up outline specifications for new buildings or facilities, obtaining tenders, planning permission, liaison with architects and builders Upkeep of grounds, playing fields, gardens, all weather surfaces, running tracks and tennis courts Land drainage and sewage facilities Maintenance of boundaries, roads, rights of way BUSINESS SUPPORT Acting as Director and/or Company Secretary in the Services company and the Joint Venture subsidiary companies Reviewing the financial performance of the businesses and joint ventures and providing commentary and advice as necessary for the Executive and Governors After the transitional period: Providing strategic and operational guidance in the commercial operation of those companies and joint ventures and on their investments and business developments Researching markets and competitors and recommending positioning and marketing strategies to sustain and improve the performance of the businesses Advising on the appropriate commitment of charity resources to non-charitable activities Providing business advice and support to managers of the charitable business activities such as vocational training Q U AL I F I C AT I O NS AN D P R E VIOUS EXPERIENCE Experience of working as part of a strategic and operational management team A knowledge of the principles and practice of business finance and accounting sufficient to act as the leader of finance activities in the charity with the support of professionally trained finance staff and advisors The ability to produce budgetary estimates, reports, cash flow and financial and statistical summaries The possession of business and administrative experience sufficient for the management and guidance of the affairs of the businesses within the charity, both charitable and commercial Some knowledge of the law and practice relevant to employment matters, to company law and ideally to charity law A knowledge of methods of purchasing including buying through consortia