Head of Operations and Finance

Job Description
  • To lead the enabling services for Oxfordshire Youth – finance, HR, fundraising, premises, Health and Safety, GDPR and IT ensuring that we position ourselves to be financially sustainable, adaptable and responsive to external factors and an employer of choice.
  • To develop the operational infrastructure ensuring our policies, processes, procedures and systems are appropriate and efficient.  This includes, Finance, premises, IT, compliance, impact measurement, insurance, procurement, safeguarding, HR, fundraising, data analytics and reporting.
  • To be the lead on financial planning and annual budget setting highlighting financial risk and monitoring the financial health of the charity.
  • To oversee the People function ensuring our structure, culture, behaviours and people processes support us in delivering impactful services with committed, motivated and valued employees.

Through superb leadership, support OY to deliver on current commitments, whilst seeking new opportunities aligned to our strategic imperatives. The role is both strategic and operational in nature.

Key Responsibilities and Main Duties

Strategic Planning and Transformation

In collaboration with the CEO shape the strategic direction of the charity, regularly reviewing and improving the strategy on an ongoing basis ensuring the operational infrastructure supports the achievement of the strategy.

Ensure that all programs in our portfolio are managed effectively in terms of prioritization, funding, resourcing, people, outcomes and reporting in order that they are delivered in line with the organisational strategy.

Financial Management

  • To monitor the financial health of the charity. Create monthly management accounts; report bi-monthly to the Finance, Audit and Risk (FAR) Committee and ensure that we are constantly highlighting financial risks and opportunities
  • To lead on financial planning and annual budget setting. Provide high quality monthly reports on budget progress, support staff members struggling with budget adherence.
  • To champion the use of robust financial processes and procedures for book keeping, record keeping, month end, expense claims, procurement, payroll and income generation.
  • To lead on annual statutory accounts, the annual audit, and filing obligations with the Charity Commission.
  • To expand and develop the organisation’s financial strategy. Increase assets and reserves, diversify income and support gradual sustainable growth.

Fundraising and Donor Management

  • To line manage the Corporate Fundraising Manager and support them to implement our fundraising strategy.
  • To gradually build our fundraising capacity and unrestricted turnover by increasing the size of the fundraising team in a sustainable manner.
  • To create a can-do relationship-led fundraising culture; supporting the fundraising team to outperform their targets in every area. Produce monthly reports monitoring performance against targets.
  • To promote a donor love ethos ensuring donors feel valued and engaged.
  • Lead a project to formalise our volunteer base with clear recruitment, induction and management processes.
  • To drive forwards Oxfordshire Youth’s plans for continuous sustainable growth

People Management

  • To inspire and motivate the team, building a collective ambition to deliver on the mission and strategic imperatives.
  • To line manage the People and Development Manager and to support her to lead the people function ensuring that our processes, systems and procedures create a fair and cohesive approach to people management.
  • Alongside the People and Development Manager, support managers to ensure that OY values are lived and the organizational culture supports our mission helping us to deliver our social purpose with pride.
  • Support the People and Development Manager to build capability in performance management, modelling the way, ensuring the approach to talent, succession and learning, positions OY for success and as an attractive employer.

IT

  • To be the lead on IT in terms of hardware, software, procurement and system implementations including Xero, MyConcern, Lamplight, website, and other systems.
  • To ensure that technology enables our staff to deliver and supports us to effectively engage with all of our stakeholders. To ensure our technological capability supports us to be at the forefront of youth engagement, marketing, communications and service delivery.

Compliance

  • To lead on policies, processes and systems around compliance including GDPR, DBS, safeguarding and HR.
  • To work within the organisational GDPR policy and procedure to lead on and strengthen adherence to GDPR across the whole organization and to ensure a high level of staff understanding across all teams.
  • To lead on Oxfordshire Youth’s Health and Safety across the whole organisation including for all premises and YPSA accommodations.

Facilities Management

  • To be the key landlord contact for all of our premises, managing all contract negotiations.
  • Oversee all maintenance for our premises ensuring repairs are booked and carried out in a timely fashion.
  • To lead on the fundraising for and purchase of a new Oxford Youth Hub; chairing the joint staff and trustee working group.

Other Duties with Oxfordshire Youth:

  • To lead on the coordination of other training contracts as and when they arise within the organisation
  • To contribute to the content of Oxfordshire Youth’s communications including the newsletter, website and other internal and external communications
  • To work towards annual KPIs agreed with the Line Manager
  • To attend team meetings and regular supervision meetings with the Line Manager
  • To liaise and work alongside other team members and to maintain good inter-agency links
  • To ensure that all work is carried out in accordance with Oxfordshire Youth’s values, guidelines, policies and procedures
  • To undergo training that will enable personal and workforce development
  • To undertake any other relevant duty related to the further development, promotion and sustainability of the organisation as agreed with Line Manager
  • Subject to a successful disclosure at an appropriate level from the Disclosure and Barring Service (DBS)

Safeguarding

  • To recognise that promoting the welfare and safeguarding children, young people and adults is everyone’s business and access training and supervision as appropriate to the role.
  • To support the organisation in ensuring young people are protected from abuse or the risk of abuse and their human rights are respected and upheld.
  • To ensure concerns are responded to appropriately in line with the OY’s Safeguarding Adults Policy and the Child Protection Policy and interagency safeguarding procedures.
  • To comply with recruitment and other checks as requested by the organisation including undertaking a DBS check.

This job description is subject to amendment following discussion with the post holder.