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 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
- 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.
- 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.
- 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.
- 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.