FINANCE & ADMINISTRATIVE ASSISTANT (28 hrs/wk) INFORMATION FOR CANDIDATES July 2017
1. Introduction The Henry Moore Foundation was established by one of the greatest sculptors of the twentieth century. Today it is the largest artist-endowed grant-giving foundation in Europe. At the Foundation, we would like as many people as possible to enjoy and appreciate sculpture and in particular the work of Britain s greatest sculptor, Henry Moore. We want to inspire and inform people of all ages and backgrounds, whether they have an interest in the arts, are studying sculpture or visiting with their family for a day out. We want to extend our reach to worldwide audiences through international touring of our collection; and to support the development of sculpture through our grants programme. We have bold ambitions that require us to capitalise on our assets in order to achieve these aims. The Henry Moore Foundation is a registered charity, founded by the artist in 1977, in the last decade of his life, to encourage public appreciation of the visual arts, and in particular the works of Henry Moore. Our primary objectives are to preserve Moore's legacy at his home in Hertfordshire and through exhibitions of the Henry Moore Collections worldwide; supporting the study of sculpture and research at the Henry Moore Institute in Leeds; and awarding grants to sculpture projects in the UK and abroad. 2. Henry Moore Institute, Leeds The Henry Moore Institute is a world-recognised centre for the study of sculpture in the heart of Leeds, offering a research centre, library, sculpture archive and exhibitions venue. The Institute hosts a year-round programme of exhibitions, conferences and lectures, as well as developing research and publications, to expand the understanding and scholarship of historical and contemporary sculpture. Together with Leeds Art Gallery the Institute manages the Leeds sculpture collection; a partnership that has built one of the most important public collections of British Sculpture, second only to the Tate collection. The Institute also houses and maintains the Leeds Museums & Galleries archive of sculptors' papers. 3. Henry Moore Studios & Gardens, Perry Green Perry Green is the small hamlet in rural East Hertfordshire where Henry Moore made his home and created his extraordinary sculptures, prints and drawings in the various studios within the grounds. Visitors to Henry Moore Studios & Gardens experience Moore s home and studios, alongside his monumental bronze sculptures and annual exhibitions of his work. In 1977 Perry Green became the headquarters of the Henry Moore Foundation. Perry Green is also home to the Foundation s collection of Moore s work consisting of over 12,000 objects including outdoor bronzes, wood and stone carvings, plaster maquettes and working models; plus drawings, graphics, tapestries and textiles. The Henry Moore collections reach thousands of people worldwide through a busy programme of national and international loans and exhibitions. 2
4. Advertisement: Finance and Administrative Assistant Part Time (28 hrs/week) Salary: 13,600-15,200 p.a. ( 17,000-19,000 pro rata) + up to 12.5% employer s pension contribution. Location: Henry Moore Institute, Leeds city centre We seek to appoint an important member of our support team to deliver efficient financial and administrative assistance to ensure the smooth running of the Henry Moore Institute. The post holder will be responsible for processing financial transactions in Quick Books accounting software; researching and coordinating applications for funding opportunities; and assisting with building management and day to day administration. The role requires a highly organised and numerate individual with an eye for accuracy and ability to work to deadlines. The successful candidate will have at least one year's experience in a finance and/or administrative capacity. Knowledge of accounting software is desirable, however training will be given in Quick Books; computer confidence and an efficient can do attitude are more important if you would like to join our team. If you are excited by this opportunity and, having read the job specification, you have the credentials to meet the requirements of the role, we would be delighted to receive an application from you. A recruitment pack and application form are available on our website, where further information can be found about the Henry Moore Foundation and Institute: http://www.henry-moore.org. CLOSING DATE FOR APPLICATIONS: 10am on Monday 31 July 2017 INTERVIEWS: Monday 7 August 2017 at Henry Moore Institute, Leeds. If you meet the person specification and are interested in this position but are on holiday during the above period, please contact Terry Millson to discuss your availability before continuing to complete an application form. While we cannot guarantee to accommodate all dates, we will aim to do so where possible within our recruitment timeline. We are looking to appoint a candidate who is available to take up the post as soon as possible, and no later than week beginning 4 September 2017. 5. Principal Aims of Role To provide efficient financial administrative support to the Finance Team and all budget managers at the Henry Moore Institute, plus researching and collating information for external funding opportunities. To assist the Operations Manager with premises and administrative matters.
6. Job Description Responsibilities: Process all HMI purchase orders and supplier invoices and input all expenditure into the accounts system (for payment by Finance Team at Perry Green); Process all petty cash, company Barclaycard expenses and other expenses, ensuring all expenditure is receipted, reconciled and authorised, and input transactions into accounts system; Raise all HMI sales invoices and input all retail income into accounts system; Handle all cash transactions including, banking income, ordering foreign currency, arranging per diems and petty cash in accordance with HMF policies; Support Finance Team and HMI budget holders with any queries relating to their management of their budgets; Handle all publications orders via the website; order new titles and return covers for sale or return magazine subscriptions, regularly reconciling income and expenditure; update HMI publications and retail stock on stock control sheet; Distribute new essays to subscribers of HMI essay series; Undertake desk research for funding and partnership opportunities to support the programme and inform programme managers as opportunities arise; Collate data and co-ordinate input into applications by deadlines (text supplied by programme managers); administer funder s requirements of successful applications and monitor grant funded project budgets; Support the Operations Manager in management of the building, plant, equipment and safe access by members of the public, including monitoring contractors and weekly testing of emergency equipment; Assist in drawing up employment contracts and other HR paperwork for the Front of House information team; Assist with bookings for use of the HMI flat, boardroom and seminar room; Any other duties that may reasonably be required. 7. Person Specification The following experience, skills and attributes are required, or desirable, to fulfil this role. These criteria will be used to shortlist potential candidates so please tell us when and how you acquired any of these skills and experiences: At least one year s experience working in an administrative and/or financial capacity; Highly numerate and competent with numerical systems; Meticulous attention to detail; Experience of cash handling and/or cashing up; Competent in Microsoft Office (Outlook, Excel and Word); Knowledge of financial software, Quick Books specifically, or aptitude to learn quickly; Organised and able to work to deadlines; 4
Good literacy; Confident in face to face and telephone communications; A good team player; Experience of working in a cultural or charitable organisation is desirable; A can do enthusiastic attitude. The successful candidate must be eligible to work in the UK. S/he will receive a full security check (DBS) and comply with the Foundation s security measures and Known Consignor regulations. 8. Line Management The Finance and Administrative Assistant reports to the Operations Manager. 9. Basic Terms and Conditions This is a part time permanent position. The salary scale offered for this position is 13,600-15,760 p.a. ( 17,000-19,700 pro rata). Appointments are usually made at the starting end of the scale or commensurate with experience. The normal working week is 28 hours: worked Monday to Friday as four x 5.5 hour days and one x 6 hour day plus 30 minutes unpaid break per day starting at 9.30am OR worked as four x 7 hour days plus one hour unpaid break from 9.30am to 5.30pm. 18.5 days paid leave per annum (23 days pro rata) days plus up to three additional days pro rata at the discretion of management (usually offered between Christmas and New Year when the Foundation s offices are closed). The leave year runs from 1 April to 31 March. New employees will be auto-enrolled into a pension scheme. Both the Employee and Employer will be required to contribute 1% to the NEST pension scheme. Alternatively, permanent post-holders have the opportunity to join the Foundation s Group Personal Pension Scheme (currently with Scottish Widows) into which the Employee is required to contribute 5% and the Employer will contribute 12.5%. All employees are advised to make contributions into a pension scheme. You may opt out if you chose to do so. Further details will be given to appointed candidates. Probationary period of 6 months. Notice period of one calendar month or one week during the probationary period. The place of work is the Henry Moore Institute, 74 The Headrow, Leeds LS1 3AH. Occasionally, employees may be required to visit Henry Moore Studios & Gardens in Hertfordshire to work for one or two days at a time. All travel expenses will be reimbursed in accordance with the Foundation s Expenses Policy. The selected candidate will be required to provide a passport and proof of address or other evidence, such as a work permit/visa, to show that s/he is eligible to work in the UK. 5
The selected candidate will be required to undertake an Enhanced DBS (Disclosure and Barring Service) check formerly known as a CRB (Criminal Record Bureau) check - before permanent employment will be confirmed; employment will not be unreasonably withheld, but if the DBS check discloses any findings that are relevant to the employment and which were not declared on the job application form or at the time of an offer of employment, then this may result in the withdrawal of an offer of employment. 10. Application Process If you are interested in this position and, having read the job specification, you have the credentials to meet the requirements of the role, we would be delighted to receive an application from you. Please apply using the application form supplied. When completing the form it would be helpful if you could address the requirements of the person specification and tell us about any gaps in your employment history. Thank you. Further information about the Henry Moore Foundation and the Institute in particular is available at our website: http://www.henry-moore.org Please return your completed form (no CVs please) to Terry Millson at terry@henrymoore.org by 10am on Monday 31 July 2017. Interviews will take place for shortlisted candidates in Leeds on Monday 7 August 2017. We receive a large number of applications, so if you have not heard from us by Monday 7 August, it is unlikely that you have been selected for interview. Please accept our sincere thanks for your application. Thank you for your interest in the Foundation. Human Resources Department, Henry Moore Foundation 6