General Manager
- Recruiter
- Arts at the Old Fire Station
- Location
- Oxford
- Salary
- Competitive
- Posted
- 25 Nov 2016
- Closes
- 13 Dec 2016
- Sectors
- Media & Digital Media
- Contract Type
- Permanent
- Hours
- Full Time
Arts at the Old Fire Station (AOFS) is an arts centre in the heart of Oxford. We focus on four things:
Great art for the public
Professional development of artists
Building the confidence and skills of homeless people
Creating an inclusive public space
The Old Fire Station building is shared by AOFS and Crisis Skylight Oxford who operate separate businesses but have a shared mission. Crisis Skylight is a service providing training and support to homeless people.
Essential to delivering our shared mission is the participation of Crisis members (homeless people using Crisis' services) in our work.
AOFS has grown substantially and now has a wide range of systems which require oversight by a new senior management post of General Manager. Working alongside the Director and Deputy Director, the General Manager will ensure that all systems properly support hires, ticketing, bar, shop, event management, monitoring/evaluation, fundraising and general office administration.
Key purpose
To ensure all systems function as effectively as possible to support smooth operations and accurate reporting
To ensure all financial activity, contracting and other activity is carried out in line with legal and health and safety requirements and compliance obligations.
To be part of the senior management team with the Director and Deputy Director and assist in meeting the goals of the organisation
Main duties and responsibilities
Company Secretary
1 To adopt the formal role of Company Secretary on behalf of Trustees and ensure that the organisation registers all appropriate records with Companies House and the Charity Commission and complies with all relevant legislation.
2 To service the Board of Trustees - ensuring board papers are provided in a timely fashion and meetings properly minuted.
Systems
3 To ensure all online and hard copy systems:
work as efficiently as possible to support the work of the organisation
comply with the Data Protection policy and relevant legislation
are cost effective
improve and adapt to maintain optimum delivery.
On line systems include a data management system (SHEEP), purchasing software (VEND), ticketing software (TICKETSOLVE), financial software (QUICKBOOKS), web hosting and fundraising platforms.
4 To ensure IT and phone systems (hard and software) and hot desking arrangements support staff to work as productively as possible.
Business development
5 Support members of the team to improve margins in business activity by improving systems, analysing and reporting on performance
Finance
6 In close collaboration with the Director, Deputy Director and Finance Manager, prepare the annual budget for approval by the Board of Trustees
7 Support the Finance Manager to produce monthly management accounts and other reports as requested by Trustees, budget holders or funders.
8 With the Finance Manager produce statutory accounts for audit
9 Ensure appropriate financial controls are in place and adhered to
10 Ensure all returns to HMRC are submitted accurately and in a timely fashion
11 Hold the overheads budget including payroll and service charges
Contracts
12 Ensure all contracts in all areas of the organisation are properly drawn up, signed and stored
13 Ensure all activity is compliant with relevant legislation including Health and Safety legislation
14 Ensure all activity is adequately insured and liability is understood
15 With the Bookings and Admin Officer, ensure all bookings are properly recorded in the calendar and DMS and contracts properly issued.
Fundraising
16 With the Fundraising Officer, ensure all data relating to grants and donations is properly stored.
17 Ensure Gift Aid is claimed on all donations, where appropriate.
Administration
18 Ensure the organisation has the right assets, equipment and stationery to be able to deliver its goals subject to budget limitations.
19 Asset management
20 Work with the Facilities Manager to ensure all facilities are working, safe and appropriate
21 Help staff create and maintain a friendly, supportive and efficient working environment
Organisational Relationship and Accountability:
Line managed by: Director
Works with: All members of the team and Trustees. Working closely with colleagues from Crisis; especially the Crisis Facilities Manager and IT department.
Line Manages: Finance Manager, Bookings and Admin Officer, Fundraising Officer
Budget Responsibility: Overheads including Payroll and Service Charges
This is a permanent position with a 6 month probationary period.
General:
All staff are expected to be able to support and supervise volunteers and trainees on placement including Crisis members as part of our Training Scheme
The Old Fire Station is a new and exciting development which requires an open, creative and flexible approach to the work. This job description is a guide to the nature of the work required. It is not wholly comprehensive or restrictive. This job description will be reviewed with the post holder annually or at significant points for the organisation.
The post-holder will be expected to carry out the duties of this post in accordance with the Old Fire Station's policies and procedures and in line with all relevant insurance, legal, health and safety obligations.
The postholder will have input into policy matters, strategies and business and artistic planning, as part of the partnership with Crisis Skylight and in line with the overall policy on inclusive and consultative practice.
We are a small team, and all staff are expected to support work across the organisation in a practical way, not just in their own area of expertise.
This is a new post and there will be opportunities to develop this role.
CONDITIONS OF SERVICE
22.5 hours per week is worked. It may involve occasional evening and week-end work.
The post is subject to a six month probationary period.
There is an annual leave entitlement of 25 days plus Bank Holidays pro rata, some days to be taken at specified times during the year.
There is a once a month all staff meeting on the first Wednesday of the month
Work-related travelling expenses will be payable in line with the relevant conditions and rates agreed
Person Specification: Essential
At least 2 years' experience of office management
Budget planning, budget holding and financial procedures
Cash handling
Online systems procurement/management
Managing commercial activity
Completing Risk Assessments
Use of stock and/or event management systems and accounting packages
Negotiating skills
The ability to work under pressure, multi-task, use initiative and work to strict deadlines
Excellent communication skills (verbal and written)
An excellent administrator
Understanding of and commitment to customer care
Ability to work alongside vulnerable people
An eye for detail and the ability to complete tasks
Flexibility
A willingness to undertake appropriate training
Energy and enthusiasm to be a part of a new, unfolding project
Passionate about the arts
Person Specification: Desirable
Working for an arts organisation
Quickbooks
Leadership role regarding Health and Safety
Training others
Qualified First Aider/Fire Marshal/Manual Handling/Health and Safety Training
Great art for the public
Professional development of artists
Building the confidence and skills of homeless people
Creating an inclusive public space
The Old Fire Station building is shared by AOFS and Crisis Skylight Oxford who operate separate businesses but have a shared mission. Crisis Skylight is a service providing training and support to homeless people.
Essential to delivering our shared mission is the participation of Crisis members (homeless people using Crisis' services) in our work.
AOFS has grown substantially and now has a wide range of systems which require oversight by a new senior management post of General Manager. Working alongside the Director and Deputy Director, the General Manager will ensure that all systems properly support hires, ticketing, bar, shop, event management, monitoring/evaluation, fundraising and general office administration.
Key purpose
To ensure all systems function as effectively as possible to support smooth operations and accurate reporting
To ensure all financial activity, contracting and other activity is carried out in line with legal and health and safety requirements and compliance obligations.
To be part of the senior management team with the Director and Deputy Director and assist in meeting the goals of the organisation
Main duties and responsibilities
Company Secretary
1 To adopt the formal role of Company Secretary on behalf of Trustees and ensure that the organisation registers all appropriate records with Companies House and the Charity Commission and complies with all relevant legislation.
2 To service the Board of Trustees - ensuring board papers are provided in a timely fashion and meetings properly minuted.
Systems
3 To ensure all online and hard copy systems:
work as efficiently as possible to support the work of the organisation
comply with the Data Protection policy and relevant legislation
are cost effective
improve and adapt to maintain optimum delivery.
On line systems include a data management system (SHEEP), purchasing software (VEND), ticketing software (TICKETSOLVE), financial software (QUICKBOOKS), web hosting and fundraising platforms.
4 To ensure IT and phone systems (hard and software) and hot desking arrangements support staff to work as productively as possible.
Business development
5 Support members of the team to improve margins in business activity by improving systems, analysing and reporting on performance
Finance
6 In close collaboration with the Director, Deputy Director and Finance Manager, prepare the annual budget for approval by the Board of Trustees
7 Support the Finance Manager to produce monthly management accounts and other reports as requested by Trustees, budget holders or funders.
8 With the Finance Manager produce statutory accounts for audit
9 Ensure appropriate financial controls are in place and adhered to
10 Ensure all returns to HMRC are submitted accurately and in a timely fashion
11 Hold the overheads budget including payroll and service charges
Contracts
12 Ensure all contracts in all areas of the organisation are properly drawn up, signed and stored
13 Ensure all activity is compliant with relevant legislation including Health and Safety legislation
14 Ensure all activity is adequately insured and liability is understood
15 With the Bookings and Admin Officer, ensure all bookings are properly recorded in the calendar and DMS and contracts properly issued.
Fundraising
16 With the Fundraising Officer, ensure all data relating to grants and donations is properly stored.
17 Ensure Gift Aid is claimed on all donations, where appropriate.
Administration
18 Ensure the organisation has the right assets, equipment and stationery to be able to deliver its goals subject to budget limitations.
19 Asset management
20 Work with the Facilities Manager to ensure all facilities are working, safe and appropriate
21 Help staff create and maintain a friendly, supportive and efficient working environment
Organisational Relationship and Accountability:
Line managed by: Director
Works with: All members of the team and Trustees. Working closely with colleagues from Crisis; especially the Crisis Facilities Manager and IT department.
Line Manages: Finance Manager, Bookings and Admin Officer, Fundraising Officer
Budget Responsibility: Overheads including Payroll and Service Charges
This is a permanent position with a 6 month probationary period.
General:
All staff are expected to be able to support and supervise volunteers and trainees on placement including Crisis members as part of our Training Scheme
The Old Fire Station is a new and exciting development which requires an open, creative and flexible approach to the work. This job description is a guide to the nature of the work required. It is not wholly comprehensive or restrictive. This job description will be reviewed with the post holder annually or at significant points for the organisation.
The post-holder will be expected to carry out the duties of this post in accordance with the Old Fire Station's policies and procedures and in line with all relevant insurance, legal, health and safety obligations.
The postholder will have input into policy matters, strategies and business and artistic planning, as part of the partnership with Crisis Skylight and in line with the overall policy on inclusive and consultative practice.
We are a small team, and all staff are expected to support work across the organisation in a practical way, not just in their own area of expertise.
This is a new post and there will be opportunities to develop this role.
CONDITIONS OF SERVICE
22.5 hours per week is worked. It may involve occasional evening and week-end work.
The post is subject to a six month probationary period.
There is an annual leave entitlement of 25 days plus Bank Holidays pro rata, some days to be taken at specified times during the year.
There is a once a month all staff meeting on the first Wednesday of the month
Work-related travelling expenses will be payable in line with the relevant conditions and rates agreed
Person Specification: Essential
At least 2 years' experience of office management
Budget planning, budget holding and financial procedures
Cash handling
Online systems procurement/management
Managing commercial activity
Completing Risk Assessments
Use of stock and/or event management systems and accounting packages
Negotiating skills
The ability to work under pressure, multi-task, use initiative and work to strict deadlines
Excellent communication skills (verbal and written)
An excellent administrator
Understanding of and commitment to customer care
Ability to work alongside vulnerable people
An eye for detail and the ability to complete tasks
Flexibility
A willingness to undertake appropriate training
Energy and enthusiasm to be a part of a new, unfolding project
Passionate about the arts
Person Specification: Desirable
Working for an arts organisation
Quickbooks
Leadership role regarding Health and Safety
Training others
Qualified First Aider/Fire Marshal/Manual Handling/Health and Safety Training