JOB DESCRIPTION

Summary

Job title | Director of Finance and Resources

Level | Executive

Salary | Circa £70,000 per annum

Department | Executive

Status | A permanent full-time post

Location | St James’s Square, London SW1

Accountable to | The Director of The London Library (Chief Executive)

Direct Reports | Head of Finance, Building & Facilities Manager, Head of IT (Interim), HR Manager

Key relationships | As a member of the Executive team, the post-holder will work closely with senior staff and Trustees (especially the Treasurer), and deal at senior level with external contacts such as auditors, bankers, investment managers and other professional advisers, as well as leaseholders and tenants. The post-holder acts as Secretary to the Trustees of the Library and to the Trustee of its Staff Superannuation Fund

Purpose | To provide sound management and administration of the Library’s financial affairs while planning and implementing the changes needed to reflect its new strategic priorities. To lead the management of the Library’s HR, IT and Building & Facilities functions.

Structure Charts

Staff Structure Chart

Organisation Structure Chart

Director of Finance and Resources - Areas of responsibility with line reports

Key Responsibilities

Strategy

As a member of the Executive Team contribute to the ongoing development, implementation and review of the Library’s strategy
Prepare papers for submission to the Trustees regarding new proposed strategic plans and initiatives, especially in relation to the Library’s finances, buildings, HR and IT

Finance and accounts

Business planning and budgeting, to include

Co-ordinating the timely preparation of the annual income and expenditure budget, and overseeing financial performance against budget throughout the year, including monthly management accounts
Devising and delivering appropriate and timely financial forecasts, management reports and other data in support of each area of the Library’s business and advising on the likely financial consequences of all proposed courses of action
Developing appropriate business plans to support the Library’s medium- and long-term strategic plans
Providing financial information as required to support fundraising campaigns
Monitoring and preparing a quarterly report of the Library’s performance against its KPIs and strategic objectives

Finance and accounting processes, to include

Overseeing and developing the financial systems, accounting and payroll processes of the Library effectively in the service of its charitable aims
Safeguarding probity and efficiency by overseeing effective internal financial controls and audit procedures
Planning and managing the Library’s tax exempt status under existing and proposed legislation to minimise the risk of a tax charge, overseeing the administration of Gift Aid and maximising the use of other forms of tax efficient giving
Ensuring that an appropriate financial policy framework (eg in relation to reserves, investments, and mix of income sources) is in place to guide financial decision-making
Working with the Finance Committee and Treasurer to oversee the management of investments by the Library’s investment managers
Liaison with the Library’s professional advisers, bankers etc on financial and legal matters
Ensuring compliance and good practice on all financial matters relating to the Library and related bodies
Ensuring effective record-keeping to meet legal and tax requirements
Being responsible for the management and satisfactory completion of the annual accounting and audit processes
Providing the Executive and Management teams with information and advice about the finances of the organisation in support of their work

Charity Administration

To take responsibility, in close liaison with the Director and the Treasurer, for:

Preparing and drafting papers for meetings of the Trustees and the Finance Committee, supervising the drafting of minutes and ensuring that agreed action is implemented promptly
Ensuring that the Library complies with the terms of its governing documents and with the requirements of charity law, regulations and statements of recommended practice (eg on the eligibility of trustees, publication of reports and accounts, trustee policies etc)
Overseeing the preparation and production of the Library’s Annual Reports and Accounts
Ensuring that all statutory returns (Charity Commission etc) are filed at the appropriate times on behalf of the Trustees
Maintaining a risk register and assisting the Trustees in carrying out risk assessment and analysis as required, implementing action necessary to reduce risk and arranging appropriate and cost-effective insurance cover
Monitoring developments in charity law and practice and briefing the Director of The London Library and Trustees
Ensuring that the Library is appropriately registered under the General Data Protection Regulations and complies with the Regulations as well as other regulatory requirements and good practice
Supporting the Treasurer in carrying out his governance duties

Pensions Administration

In close liaison with the Chair of the Corporate Trustee and the scheme actuary of the Staff Superannuation Fund (SSF) as well as the Director of the Library, to take responsibility for the general administration of the SSF including accounting and payroll, drafting minutes and other papers for meetings as required
To oversee the administration of the Library’s Group Personal Pension Plan and Death In Service benefits
To ensure that the Library and the SSF comply with all relevant pension legislation and codes of practice, providing information as required by the SSF and Library Trustees and regulatory bodies
To keep abreast of developments and impending changes in the pension world, briefing the Director and Trustees of the Library on any matters of relevance to their respective roles

Property Administration

Overseeing the Library’s relationship with its leasehold tenants and superior lessors in compliance with legislation and the terms of the leases, including accounting for and administration of service charges and rent reviews or lease renewals/extensions as appropriate
Overseeing the proper management of the Library’s properties including relations with neighbours, the local authority and other public bodies
Acting as the Library-nominated Trustee of the Mrs R M Chambers Settlement, overseeing the administration and sale of the properties in the Settlement in liaison with the letting agents, solicitors and other parties as appropriate
Acting as the Library-nominated Trustee of the St James’s Square Trust, which manages the gardens in St James’s Square (the Library being a key-holder)

Human Resources

Lead the work of the HR Manager and take responsibility for the delivery of the Library’s HR function.
To participate in the quarterly Staff Council meetings (the Library’s system of staff representation) as part of the Executive Team.
Overseeing the ongoing delivery of the Library’s Career Development and Pay Progression system.

Lead the work of the Head of IT and take responsibility for the delivery and security of the Library’s IT systems.
Oversee the ongoing programme of improvements to the Library’s IT system and take responsibility for negotiating appropriate contracts for delivery by the Library’s contractors.

Building and Facilities

Lead the work of the Building & Facilities Manager and take responsibility for the delivery of the Library’s facilities function, including the security of the building.
Oversee the development and delivery of plans for significant improvements to the Library’s premises, including negotiating the appointment of architects, designers and sub-contractors on appropriate contracts.

Staff management and Teamworking

To manage the Finance Office staff, Building & Facilities Manager, Head of IT and HR Manager, directing and developing their work and ensuring that the respective teams successfully underpin and fully integrate with the core Library services provided by the other departments for the benefit of Library members
To participate in the Staff Review and Development programme, encouraging staff development and, in liaison with the HR Manager, ensuring that individual and departmental training needs are identified and met
To carry out all other responsibilities of a line manager, including the implementation of Health & Safety and Fire Safety procedures, conducting risk assessments as required, and undertaking departmental absence and timekeeping monitoring and management
To work effectively with the management team, attending the monthly Management Team meetings, and pro-actively contributing to discussions where appropriate
To develop good working relationships with Library staff at all levels and participate fully in the life of the Library

Other duties

To maintain full awareness of proposed changes in legislation in areas affecting the Library’s business and especially those concerning pensions, data protection and charity regulation
To pursue continuing professional development to maintain and extend personal professional skills as appropriate
Such other duties as may reasonably be required by the Director of The London Library

The job description set out above may be subject to amendment at the discretion of the Director of The London Library.

Person Specification

Essential [E] | Desirable [D]

Qualifications

Qualified Accountant [E]

Experience and Knowledge

Background in financial administration [E]
Familiarity with financial administration of charities or of independent educational institutions [D]
Experience of working with a board of trustees [D]
Sound knowledge and understanding of: [E]
- Preparing business plans
- Administration of pension schemes
- Investment management
- Accountancy requirements for running a charity (eg management & annual accounts, budgeting, audit, payroll administration, financial controls)
- Data protection requirements
- Risk assessment
Sound familiarity with charity law, governance and appropriate codes of practice [E]
Knowledge of accounting systems and software, including SAGE [E]
Experience of effective staff management and development [E]
Experience of successful change management [D]
Experience of leading the provision of a facilities function [D]
Experience of managing property/leaseholders [D]
Experience of leading the provision of HR services [D]
Familiarity with disaster recovery procedures [E]
Experience of leading the provision of IT services [D]
Computer literacy (MS Office, email, internet), with solid working knowledge of Word and Excel [E]

Skills and Abilities

Excellent oral communication skills with a wide range of people [E]
Excellent written communication skills including: [E]
- proven ability to prepare effective minutes, reports and presentations, in particular to express complex financial issues to non-finance specialists in a clear and comprehensible style
- proven ability to compose apposite and appropriate letters to a range of external bodies
Excellent interpersonal skills with ability to relate well with staff at all levels [E]
Proven ability to work effectively as part of a senior management team and to contribute constructively to wider management team discussions, not exclusively concerned with financial matters [E]
Proven ability to organise own work and use time effectively [E]
Proven ability to initiate, follow through and complete projects, especially projects delivering substantial change
Demonstrable ability to lead and manage staff, organising teams effectively and engendering and maintaining consistently high performance standards [E]
Understanding of the constraints on organisations with small staff teams: flexibility to shift focus of activities when necessary [E]
Demonstrable experience of successful performance management [E]
Attention to detail: ability to work accurately, methodically and successfully to deadlines [E]
Creative ability to think beyond existing practices to identify and implement potential improvements [E]

Personal impact

A sympathetic attitude to the traditions and reputation of the Library as a scholarly educational charity [E]
Ability to combine tact, diplomacy, flexibility and a pro-active approach in a positive manner even under pressure [E]
Patience, resilience and a good-humoured approach to problem-solving [E]
A positive attitude towards change [E]

Pay and Benefits

How to Apply