Operations Manager

Main Duties

Key Responsibilities: 

Human Resources:

• Manage organisational contracts and agreements
• Schedule and facilitate staff training, and work with senior staff on team development
• Manage staff calendars and employee records
• Ensure ICF’s policies are regularly updated by Trustees
• Support senior staff on matters related to governance, compliance, and due diligence
• Support ICF’s safeguarding officer by maintaining oversight of ICF’s safeguarding policy, procedures and responsibilities
• Support the development and evolutions of ICF’s governance and infrastructures

Finance:

• Manage ICF’s invoicing and bookkeeping Quickbooks system
• Work with senior staff to manage organisational budgets
• Oversee equipment and production orders for the public programme
• Produce finance reports for ICF’s Board and funders in alignment with reporting duties listed below
• Support on producing annual accounts and audits

Data Collection, Monitoring and Reporting:

• Manage ICF’s online databases and reporting responsibilities
• Collate strategic data collected by programmes and communication staff via monitoring and evaluation tools and methods identified in ICF’s evaluation framework and share feedback on that data on a regular monthly basis with senior staff
• Track ICF’s reporting deadlines and expectations, and work with senior staff to ensure all funding reports are produced and submitted in a timely manner
• Reflect on monitoring, evaluation and reporting best practices (and if they’re useful/valuable to ICF)
• Work closely with senior staff to produce quarterly reports for the Board, minutes on Board meetings, and annual reports for funders
• Contribute to modeling new ways of working, processes and operations that will strengthen and advance ICF’s work and our commitment to leading systems change in the sector
• Work closely with stakeholders to utilise data and evaluation to improve ICF’s work and programme

Fundraising Support:

• Support senior staff on fundraising, organisational strategy and business planning
• Conduct regular research into new and existing funding streams and best practices in alignment with ICF’s fundraising policies
• Work closely with senior staff to manage the organisation’s relationships with funders and supporters

Programme Support:

• Book staff and participant programme related travel and accommodation
• Support the ongoing development and delivery of processes and operations utilised across ICF’s public and professional development programmes, and public outreach work
• Develop and maintain an inventory of ICF’s storage facility

Skills and Experience Required

Person Specification: 

Essential: 

• Previous substantial industry experience in a relevant operations or managerial role
• Demonstrable understanding of the visual arts and/or charity sector
• A strong interest in the work that ICF does
• Excellent written and verbal communication skills
• Strong interpersonal skills, ability to manage a range of stakeholder relationships.
• High level of computer literacy with strong knowledge of Microsoft Word and Excel,  Google Drive, Quickbooks and project management softwares, with an aptitude for learning new applications
• Strong administrative skills, including record-keeping and database and schedule management
• Experience and good working knowledge with financial reporting, accountancy and budget management systems
• Familiarity with operations best practices in the visual arts and/or charity sector
• Demonstrable experience with fundraising
• Demonstrable experience with monitoring, evaluation and reporting
• Commitment to anti-racism, anti-ableism, inclusion and equity and to applying these in practice.

Desirable: 

• Demonstrable experience with fundraising for visual arts and/or not-for-profit organisations
• Demonstrable experience with monitoring, evaluation and reporting on performance expected of charities funded by trusts and foundations and Arts Council England NPOs

Equal Opportunities Statement

We are an Equal Opportunities Employer and welcome applicants from diverse backgrounds, regardless of their race, disability, age, sex, gender identity, sexual orientation, religion and belief, marriage and civil partnership, pregnancy and maternity and caring responsibility. We are committed to offering a working environment where everyone is valued and feels appreciated.