Head of Finance & Operations

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About us

Edinburgh is a very special place - steeped in history, with iconic and stunning buildings and public spaces, the city was designated as a World Heritage Site by UNESCO in 1995. Edinburgh World Heritage is an independent charity dedicated to ensuring that our World Heritage status is a dynamic force that benefits everyone - those who live, work or study in the city, and those who visit. Our mission is to connect people to their heritage. We work in partnership with Historic Environment Scotland and the City of Edinburgh Council to ensure that the management and conservation of the WHS preserves it intact for future generations to enjoy.

We do this through grant-aiding and working with partners to deliver active conservation of historic buildings, conservation and creative interpretation of historic public spaces, developing solutions and guidance through our new climate emergency programme and engaging people directly with the rich heritage of their city.

Job summary

Edinburgh World Heritage's Head of Finance & Operations is responsible for managing the operation of the charity, leading on the delivery of finance, governance, HR and office objectives to enable the organisation to run smoothly and efficiently. The post-holder also advises and supports the Board on all governance matters.

Part of the Senior Management Team, the Head of Finance & Operations supports the Director and other senior managers in the leadership and direction of the charity, helping to formulate and execute the organisational strategy and ensuring that Edinburgh World Heritage meets the goals of the integrated business plan and organisational outcomes.

The post is being advertised on a full time basis (35 hours per week), however applications for 0.8FTE (4 days per week) would be considered - please indicate in your application if you would wish to work 0.8FTE.

Main responsibilities:

Financial Management

• Responsible for day-to-day control of the charity's finances and cashflow management
• Manage the accounting system (Xero) and maintain the purchase ledger and sales ledger
• Manage monthly payroll
• Manage relationships with external service providers, eg pensions
• Support all programme areas in project budgeting and financial reporting to funders
• Work with senior managers to manage capital grant finances
• Work with the Director and senior managers to write business cases for funding
• Maintain and implement financial management systems and processes
• Monitor the efficiency of financial management controls and suggest improvements
• Organise meetings of Finance & General Purposes Committee; lead on the preparation of agendas and papers, working with the Director and Committee Chair; take minutes of meetings
• Lead on the production of Edinburgh World Heritage's annual budgets
• Prepare monthly management accounts, including forecasts and reporting
• Manage the relationship with the auditor and the preparation of the statutory accounts

Corporate Governance

• Maintain statutory registers and company records
• Prepare and submit all regulatory and statutory returns to the relevant bodies, including OSCR
• Organise Board meetings, Annual General Meetings and meetings of Board Committees
• Lead on the preparation of agendas and papers, working with the Director and Chair; take minutes of meetings
• Ensure that decisions of the Board and Board Committees are implemented
• Support the Appointments Committee with trustee recruitment and induction
• Research and maintain a strong understanding of statutory, regulatory and charity requirements and ensure compliance
• Advise Board trustees on their legal and charitable responsibilities and on matters of corporate governance

Operational Management

• Maintain and implement operational management systems and processes
• Monitor the efficiency of operational management systems and suggest improvements
• Coordinate and plan for activities across all Edinburgh World Heritage programmes and facilitate operational support to meet organisational needs
• Manage the organisational risk register, pro-actively identify issues and instigate mitigation measures
• Lead on strategic planning and resource allocation across the organisation
• Lead the recruitment and induction of all staff
• Develop and maintain staff policies and procedures, manage all personnel processes and records
• Lead on staff development and training (including general, inclusion and digital)
• Lead on evaluation and reporting to key funders
• Involvement in relevant short-term action groups - eg fundraising, evaluation for monitoring and communicating the impact of the organisation, and diversity/inclusion
• Co-ordinate the management of volunteers

Office & Facilities Management

• Oversee the management of the Edinburgh World Heritage office
• Manage procurement processes and supplier relationships, ensuring that the charity is resourced adequately and cost effectively
• Manage the relationship with external IT service provider, ensuring digital systems are secure and fit-for-purpose
• Develop and update health and safety policies and ensure compliance

Senior Management

• Support the Director and other senior managers to deliver Edinburgh World Heritage strategy and programmes
• Promote Edinburgh World Heritage's values
• Champion collaborative working and manage organisational resources
• Brief the Director, senior managers and Board on key operational issues as required
• Ensure that Edinburgh World Heritage remains a financially sustainable organisation, including providing financial advice and information to support funding bids

Requirements

Qualifications/Training

Desirable:

• Business, management or finance qualification

Experience

Essential:

• A high level of numeracy, with significant experience in financial management including budgeting and annual accounts preparation

• Relationship-building with internal and external stakeholders, with skills in influencing and negotiation
• Experience of working closely with boards or committees
• Office management experience
• A track record of good management and leadership

Skills & Knowledge

Essential:

• Knowledge of statutory, regulatory and charity requirements
• Excellent time manager, able to manage complicated tasks simultaneously, with exceptional attention to detail, and deliver to tight deadlines
• Highly motivated, proactive, results-orientated and able to solve complex problems by identifying creative solutions
• Strategic planning and analytical skills

Other

Essential:

• Passionate about our work and committed to our vision, mission and values

Closing date 10am, 25 November 2024

Interviews will be held week beginning 2 December 2024

Benefits

25 days annual leave, plus 10 public holidays

Flexible, hybrid working (min 2 days per week office-based)

8% employer pension contribution

Employee Assistance Programme