The Business and Operations Manager manages and operates corporate services for the Foundation including finance, facilities, governance and HR functions; and serves as Company Secretary. The post holder will inform decision making at a senior level and take an active part in the executive and senior management teams, sharing responsibility for overall corporate business performance.
ROLES AND RESPONSIBILITIES
- Providing efficient and effective management of corporate business services
- Managing the Administration Manager/PA and any other staff or trainees that may be assigned
- Ensuring effective provision of outsourced payroll and financial services
- Developing and maintaining good business relationships with operational / administrative departments within the University of Cambridge
- Ensuring that corporate administrative structures and systems are effective
- Representing the Director and/or the Foundation at appropriate committees, working groups and meetings
Strategy and planning
- Taking part in strategic and operational planning and the implementation of agreed developments
- Maintaining an awareness of the Foundation’s external operating environment and taking appropriate action on business issues that may affect achievement of the Foundation’s mission and objectives
- Contributing to planning discussions regarding staff, finances, space and resource allocation
Corporate and business performance
- Ensuring the management of the annual appraisal process is effective with development needs being identified and met as appropriate.
- Reporting on performance to trustees, regulators and funders when required
Governance /Company Secretary
- Ensuring the Foundation complies with appropriate regulatory standards and conducts its business within a sound governance framework
- Advising the Board and senior staff on their statutory responsibilities and developments in governance issues
- Providing the secretariat for the Foundation’s Board meetings and the Annual General Meeting
- Representing the Foundation in dealings with regulatory organisations
- Ensuring the preparation and prompt filing of annual reports and statutory returns
- Ensuring the proper conduct of financial management within limits of delegated authority and in accordance with regulatory requirements, current standards of financial best practice and the Foundation’s governance framework
- Managing the Foundation’s finances, preparing budgets, authorising expenditure and payment of invoices
- Collation and administration / payment of purchase invoices, expenses claims, sales invoices (including credit control) and other financial information with the outsourced finance office.
- Providing accurate and timely financial reports
- Overseeing the proper use of Foundation funds, purchasing, contracting and administration of claims
- Commissioning and coordinating the preparation and filing of annual accounts and financial statements, including the writing of the trustees’ annual report.
- Managing the preparation and conduct of contracts and service level agreements and ensure the effective invoicing and collection of income for services provided (‘sold ledger’ / credit control)
- Managing the relationship with the external auditors and the annual audit process.
Grants and tenders
- Supervising the preparation, submission and follow up of grant applications, particularly accuracy of financial aspects and calls on administrative resources
- Assisting in the preparation and submission of tenders for commercial consultancy work including provision of information on costings and fees
- Providing accurate and timely information on financial performance relating to grants and fee-paying commissions
- Managing the relationship with administrative staff of grant makers and other funders
- Making claims for grant funding and reporting to funders as required by grant agreements.
- Taking the lead on HR matters and overseeing HR administration for the Foundation, ensuring compliance with contractual and legal requirements and current best practice
- Managing recruitment processes and supporting senior colleagues in the appointment and management of staff to meet legal requirements and standards of best practice
- Advising line managers on all aspects of HR
- Managing the Foundation’s pension schemes including automatic enrolment processes.
- Commissioning and managing the relationship with specialist HR advisers
- Management and operation of payroll and pensions with outsourced payroll service, ensuring staff are paid accurately and on time, pension contributions are paid as required and PAYE / NI payments made to HMRC on time.
- Ensuring the Foundation has appropriate physical resources (space, IT, communications) for the effective and efficient conduct of its business
- Planning and managing administration/infrastructure development projects
- Ensuring adequate disaster recovery/business interruption plans are in place
- Overseeing the development, implementation and performance of health, safety and security policies
- Managing the relationship with the Foundation’s ‘landlord’ (University of Cambridge) and other service providers e.g. Clinical School Computing Service.
- Leading the business continuity/emergency planning for organisation in conjunction with the landlord’s facilities team.
- Ensuring business risks are being managed effectively and that legal and regulatory requirements are fulfilled
- Overseeing annual and ad hoc risk assessments, maintaining the risk register and reporting to trustees at appropriate intervals so that they are able to meet their statutory duties with regard to risk management
- Ensuring systems are in place to safeguard the Foundation’s intellectual property, confidential data and information
- Managing the Foundation’s insurance regime in conjunction with the University of Cambridge insurance department and / or brokers as required.
You will be educated to degree-level with relevant continuing professional development and have a good record of successfully managing people and corporate services. You will be able to demonstrate strong financial literacy, excellent written and oral communication skills and the ability to work effectively in a very professional team. A clear thinker, planner and practical problem solver, you will be pro-active, adaptable and resilient. Knowledge of the company secretary role and/or charity governance requirements would be highly desirable.
The Foundation is a linked exempt charity of the University of Cambridge
Full time or part time (minimum 30 hours/ week
Salary range £37-48K p.a. (depending on experience) - pro rata for part time