Business and Operations Manager

The PHG Foundation is passionate about seeing biomedical research translated effectively into healthcare. We need an experienced general manager to lead our corporate services including finance, facilities, HR and governance. You must be educated to degree-level with relevant continuing professional development in business management and substantial experience in managing people and corporate services. You will be financially literate with excellent written and oral communication skills, and have the ability to work effectively in a highly professional team. A strategic thinker as well as a planner and practical problem solver, you will need to be pro-active, adaptable and resilient. Knowledge of the company secretary role and charity governance requirements would be a great asset.

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

General management

  • Providing efficient and effective management of corporate business services
  • Managing the Administration Manager and other staff or trainees that may be assigned
  • Ensuring effective provision of outsourced payroll
  • 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

Finance

  • 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
  • Payment of purchase invoices, expenses claims, sales invoices (including credit control) and other financial information.
  • Preparing 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
  • Managing the relationship with the external auditors and the annual audit process.

Grants and tenders

  • Assisting with the preparation, submission and follow up of grant applications, particularly accuracy of financial aspects
  • 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.

Human Resources

  • 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 payments are accurate and on time to staff, pension providers and HMRC.

Facilities

  • Ensuring the Foundation has appropriate physical resources (space, IT, communications) for the effective and efficient conduct of its business, including undertaking a review of IT resources required
  • 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.

Risk management

  • 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 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.

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