Head of Finance and Operations

Haymarket
Summary

Key to the success of the Foundation’s ambitious second decade will be the new position of Head of Finance and Operations, leading on finance and governance, and providing organisational oversight of the Foundation’s operations. The new integrated role will work closely with the Director and Chief Operating Officer (COO) as part of the strategic leadership team, contributing to the foundation’s future plans and delivery of its objectives.

We are seeking a proactive and enthusiastic individual with combined experience of working in finance and facilities management. This is an exciting opportunity for someone looking to further their leadership skills within an organisation at a pivotal moment in its evolution.

Role and Responsibilities

Strategic management

• As part of the strategic leadership team, work closely with colleagues to deliver the Foundation’s mission and strategic plan
• Manage the finance and operations team consisting of Finance Officer, Building & Operations Manager and Office Manager, setting and monitoring objectives consistent with delivering the foundation’s strategic goals, and ensuring that all day-to-day tasks are carried out efficiently and accurately
• Provide financial insight and operational reporting to the COO, Director and Board of Trustees as required.

Governance and Compliance

• Support the COO by delivering best practice in financial and risk management for the Foundation
• Ensure high level of internal controls to ensure effective and secure operations, including fraud prevention and data management
• Support colleagues across the foundation to understand and engage with financial information, governance and employment legislation
• Act as the Foundation’s Company Secretary, ensuring compliance with all HMRC, Charity Commission and Companies House requirements and IRS financial regulatory requirements
• Ensure the Foundation’s compliance with the US Private Foundations 5% minimum distribution rule
• Oversee the work of the Building & Operations Manager to ensure compliance with Health and Safety regulations.

Financial Planning, Analysis and Investment Management

• Work closely with the Board of Trustees, Director and COO to ensure the Foundation’s commitment to delivering its charitable objectives ‘in perpetuity’
• Responsibility for treasury management: including day-to-day management of the Foundation’s investment portfolio, foreign exchange and bank accounts
• Produce and monitor the Foundation’s annual budget in consultation with the COO, strategic leadership team and budget holders, encouraging collaborative financial planning and accurate resource allocation
• Lead on bi-annual budget reconciliations and reforecasts of operational, capital and grants expenditure, supporting colleagues to anticipate and manage any variances
• Monitor ongoing financial performance by reviewing all monthly management accounts produced by the Finance Officer, including cost analysis, accruals and prepayments, and balance sheet reconciliations.

Statutory Accounts and Tax

• Be the primary contact for the Foundation’s auditor in the UK, ensuring a productive, communicative and efficient working relationship
• Lead the UK audit process, preparing statutory accounts and collating the required information for the Trustees’ Annual Report
• Manage the Finance Officer in preparing all working schedules for the auditors and ensure the accounts are consistent with Financial Reporting Standards
• Lead on any potential amendments to our VAT position and returns to reflect on-going correspondence with HMRC and external VAT advisors UK Audit and US Tax filings
• Manage the US tax filing work, which includes providing information for the US FBAR, 990PF and estimated tax payments, in liaison with the Foundation’s Grants team.

Payments

• Review and approve the bi-monthly payment run by the Finance Officer, which includes purchase invoices, credit cards and expenses, bank and investment statements and cash book reconciliations
• Manage and update a complex grant payment schedule in collaboration with the Foundation’s Grants team
• Manage IRS Payments and liaise with US advisors regarding the annual tax calculation, which is revised on a quarterly basis
• Schedule when payments need to be processed for cashflow and investment movement purposes.

Human Resources

• Work closely with the COO on all HR matters, with lead responsibility for all HR processes ensuring all employment policies and contracts are updated in accordance with the UK Equality Act 2010, all relevant legislation and best practice in the charitable, arts and education sectors
• Support the COO by providing guidance on all HR and employment issues, seeking external advice from legal and HR advisors where necessary
• Lead on the Foundation’s recruitment, induction, performance management and training policies, supporting line managers to understand their responsibilities
• Oversee the Office Manager and Building & Operations Manager in the maintaining of the Staff Handbook, updating the wider team on changes
• Oversee the Office Manager in the management of all HR records using efficient and robust systems in line with GDPR responsibilities
• Process the Foundation’s monthly payroll including entering timesheets, overtime and holiday calculations for members of staff, depending on contract type
• Report on pension contributions to providers and produce a quarterly review of employee benefits.

Operations

• Support the COO in the development of efficient facilities management structures and procedures for its new building, ensuring a welcoming, inspiring and fully accessible experience for staff and visitors
• Oversee the work of the Building & Operations Manager to ensure the safe, efficient and effective running of the new building, including operational maintenance, to managing the Front of house (FOH) Team and supporting with the logistics and delivery of public programmes
• Work with the COO and Building & Operations Manager to develop a plan for potential capital improvement works
• Manage procurement processes; reviewing tenders and contracts to ensure best value and standards of delivery
• Ensuring all insurance renewals are completed within the correct timeframes for both UK and US entities, and ensuring competitive rates are achieved
• Working closely with the Building & Operations Manager to manage all insurance for the Foundation, including employers and employees liability, data security, travel, contents, building and artworks.

The above job description is intended to be an outline of the duties and responsibilities of this role. This is not exhaustive, and it is likely to change over time. You may be expected to undertake other duties that are commensurate with this role.

Candidate Specification

Essential

• Qualified accountant (ACA, ACCA, CIMA or equivalent) with previous experience in a senior financial management role and understanding of charity governance
• Strong understanding and experience of the statutory and regulatory compliance framework around finance, health & safety and equality and diversity
• Direct experience of financial planning including setting and monitoring budgets, assessing performance and managing risk
• Confident preparing and presenting complex financial information to inform decision making
• Experience leading on the audit process and preparation of statutory accounts for a charity
• Understanding of Employment Law best practice
• Experience of building / facilities management including implementing health and safety legislation and delivering accessible services
• Experience leading a team, with a supportive and inclusive management style with the ability to inspire and motivate others to deliver their objectives
• Willing to be proactive and hands-on in operational management, with experience of developing new systems and improving processes
• An understanding of and affinity with the mission, vision and work of Freelands Foundation
• Able to take a big picture view and contribute to our leadership team outside of your own specialism
• Flexible and solution focused approach, with a willingness to listen to others, as well as take difficult decisions when necessary

• Strong written and verbal communication skills, ensuring information and decision making is clear and transparent

• Knowledge IT / IS literate and able to use MS Excel and Word confidently.

Desirable

• Experience and a strong interest in working within the visual arts or art education sector
• Health and Safety qualification (IOSH / NCRQ / NEBOSH)
• HR qualification (ACAS/CIPD)
• Experience with Xero accounting system
• Proven knowledge of data management and the associated legislative requirements
• Experience of managing capital projects including financial, operational and health and safety requirements
• The appointment is subject to a DBS check, and only candidates who pass the check will be offered employment.

How to apply:

Please submit a CV and a 2-page max cover letter, which outlines your interest in the role and how you meet the person specification, by email to

Deadline: 10:00 on Monday 28th April 2025
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