Head of Finance and Operations

Salary: £50k FTE starting salary depending on skills and experience

Hours: Full time (35 hours a week) or part time by negotiation

Location: Based in our London office but with the option of regular home working

Benefits: Include pro rata 25 days annual leave, flexible working, 6% pension contribution

The overall purpose of the role is to lead the finance and operational function of Wikimedia UK. Reporting to the Chief Executive, you will work closely with other members of the Senior Management Team and the Honorary Treasurer, and line-manage the Finance and Operations Coordinator.

Job description and key responsibilities

Financial planning and management

• Prepare the annual budget in consultation with other members of the Senior Management Team, and provide reforecasts as required
• Support staff with the preparation of budgets for funding applications, particularly contributing data regarding full cost recovery  
• Manage banking relationships and cash flow, and prepare regular cash flow forecasts
• Oversee the development and maintenance of financial accounting systems for cash management, accounts payable, accounts receivable, credit control, and petty cash
• Oversee the bookkeeping function including maintenance of the general ledger, accounts payable, accounts receivable
• Oversee the documentation and maintenance of complete and accurate supporting information for all financial transactions
• Oversee the payroll function, including monthly payroll, pension and HMRC returns
• Oversee monthly Gift Aid returns
• Manage the organisation’s IT and administrative budgets

Financial reporting

• Develop and maintain timely and accurate financial statements and reports, including reports on restricted grants and expenditure against designated funds
• Ensure the production of accurate and informative quarterly management accounts, and raise any issues presented by these accounts with the CEO and/or ARC
• Attend and play a lead role in all ARC meetings, and assist the CEO, Treasurer and Chair of ARC with financial reporting at Board meetings and AGMs as required
• Prepare all supporting information for the annual audit and liaise with the Board's Audit and Risks Committee and the external auditors as necessary

Information technology

• Take lead responsibility for Wikimedia UK’s internal technical infrastructure, including overseeing the purchasing, installation and maintenance of hardware (mainly computers and telephones), ensuring that staff have access to licenced software, and looking after web-based systems and platforms.
• In particular, you will need to ensure the charity has an appropriate and effective CRM system, working with the Head of Development and Communications and other staff to scope the organisation’s needs and oversee the development and maintenance of CiviCRM (our current system) or an alternative.
• Take lead responsibility for the development and maintenance of our external technical infrastructure, including our website and the public wiki (excluding content and design), QRPedia, microsites and mailing lists.
• Supervise (and appoint as necessary) external IT contractors and agencies and direct the work of the Finance and Operations Coordinator regarding IT maintenance and support.

Compliance

• Develop and implement policies and procedures to ensure that personnel and financial information is secure and stored in compliance with current legislation
• Ensure compliance with internal financial and accounting policies and procedures; reviewing and updating these policies and procedures as necessary
• Advise the organisation on compliance with data protection legislation, and lead the implementation of specific data protection projects as required
• Monitor relevant legislation (e.g. employment standards and health and safety) and advise the SMT on changes to policy and practice to ensure compliance
• Ensure that statutory requirements are met on behalf of Wikimedia UK and any related companies, including the financial reports and supporting notes of Charity SORP compliant statutory accounts, tax returns (as required by HMRC), returns to Companies House and charity regulators for England/Wales and Scotland

Office management

• Oversee the smooth running of the office
• Oversee the management of all leases, contracts and other financial commitments
• Ensure the health and safety of staff, volunteers, trustees and visitors to the office
• Ensure appropriate insurance coverage is in place for the charity, including the Board

Senior Management

• Line manage the Finance and Operations Coordinator
• Provide advice and support to staff on financial, IT or other operational issues
• Attend board meetings and Audit and Risk subcommittee meetings
• Take on any such duty as is reasonably required by the Chief Executive

Person specification

An accountancy qualification is desirable but not essential for this role. However, we are looking for someone with experience of managing the finance and/or operational function of a small organisation, or being part of a team managing this function within a larger organisation. Within this you will have experience of most if not all of the following:

• Preparing budgets and cash flow forecasts
• Preparing management accounts and accompanying financial commentaries
• Preparing or supporting the preparation of Statutory Accounts
• Using accountancy software (preferably SAGE)
• Developing, monitoring and reviewing effective financial systems and controls
• Supporting the IT function of an organisation
• Overseeing the use and development of an organisational CRM system
• Managing staff and resources and contributing to wider organisational objectives

You will bring the following skills:

• Strong analytical and numerical skills with a high level of attention to detail
• A high level of proficiency in building financial models on spreadsheets
• Strong IT skills, with experience using MS office, accountancy software and CRMs
• Excellent interpersonal skills, with the ability to communicate effectively at all levels
• Clear and concise written communication skills

We are also looking for:

• A commitment to Wikimedia UK’s vision and mission
• Evidence of experience within the charity sector, either in a paid or voluntary role
• A commitment to working to uphold and inspire Wikimedia UK’s values, particularly equity, inclusivity and collaboration.

Diversity & Inclusion

Wikimedia UK holds equity, diversity and inclusion at the heart of our organisation. We particularly welcome applications from potential candidates from traditionally underrepresented groups, such as those with protected characteristics as defined by the 2010 Equality Act. As a Disability Confident Employer, we offer a guaranteed interview to any disabled candidate who meets the essential criteria for the post. If you would like to be considered under this scheme, please state this in your covering letter.

How to Apply

We are working with Ivy Rock Partners on this recruitment. If you would like to apply, please contact Michael Quest or Matt Horsman at Ivy Rock Partners directly to discuss the role and request the candidate pack:

michaelquest@ivyrockpartners.com

matthorsman@ivyrockpartners.com / 07502726270

Applications are by CV and cover letter explaining why you are interested in the role and how you meet the person specification. The closing date for applications is Monday 19th September 2022. Successful candidates will be invited to a first interview on Monday 26th / Tuesday 27th September 2022.