JOB DESCRIPTION

DEPARTMENT:Chief Executive Office

JOB TITLE:Executive Director of Planning, Finance and Performance

LASTUPDATED:September 2015
  1. MAIN PURPOSE OF ROLE
  • To take active control of and responsibility for the Planning, Financeand Governance functions in delivering a high quality and cost effective service to Samaritans.
  • Working closely with the CEO and Executive Leadership Team, to support the Executive Directors of the Board in delivering its new six year strategy ‘Working Together to Reduce Suicide 2015-2021’ particularly in the areas of financial management and in the shaping of the accompanying corporate plans, and performance monitoring systems and practice.
  • To provide advice and support to the CEO, executive directors, staff, trustees and other volunteers within Samaritans on matters relating to finance, planning, performance, risk management and governance/legal issues.
  • As part of theExecutive Leadership Team, provide clear, progressive and motivational leadership across General Office and the wider organisation.
  1. POSITION IN ORGANISATION
  • Reports to CEO.
  • Member of the Executive Leadership Team.
  • Liaises and works closely with the Branch Directors, Regional Directors, the Honorary Treasurer, Chairs of the Audit & Risk Committee and of the Finance Sub Committee, and the Board of Trustees.
  • Attends all Board of Trustee meetings and has lead responsibility for the day to day management of the Audit & Risk Committee and the Finance Sub-committee.
  • Line Manages: Head of Finance, Head of Risk and Compliance, Head of Planning and Performance, Head of Governance & Legaland Finance Specialist (Transition).
  • Provides support on corporate secretarial and financial matters to Samaritans Ireland (an entity incorporated in Ireland) and Samaritans in Scotland (an entity incorporated in Scotland).
  1. SCOPE O F JOB
  • Strategic direction and reporting
  • Management of stakeholders
  • Policy and legislation
  • Budget management
  • Staff management
  • General duties of a Samaritans’ staff member
  1. DIMENSIONS AND LIMITS OF AUTHORITY
  • Organisational budget of £13m, excluding the budgets held by the branches in the federated structure.
  • Responsible for line management of 5 direct reports and 5 indirect reports.
  • Overall managerial responsibility for and control of finance, planning, performance, risk management and governance/legal issues.
  1. QUALIFICATIONS
  • A degree or equivalent level qualification, supported by relevant experience.
  • Membership of a recognised accountancy body is highly desirable. However outstanding candidates who are not qualified accountants but have valuable skills, knowledge and experience will still be considered.
  1. SKILLS, KNOWLEDGE & EXPERIENCE
  • Demonstrable record of achievement at senior manager level of driving change and improvement in a voluntary, commercial and/or public organisation.
  • Experience of managing substantial budgets and finances, developing practical financial internal control systems and processes, and working knowledge of accounting systems.
  • Track record of business planning, and performance and risk management.
  • Experience of Company Secretary matters.
  • Understanding and experience of managing compliance and services within a federated model or an organisation of similar scale and complexity.
  • Demonstrable track record of providing direction and leadership in a way that inspires confidence and commitment and encourages ideas and initiative from others.

7.PERSONAL ATTRIBUTES

  • A strategic approach to considering issues that encompass areas beyond the financial dimension.
  • A team player withthe ability to work effectively as a member of the Executive Leadership Team and contribute positively within a federated organisation.
  • Able to listen effectively and build consensus.
  • A capable and confident communicator at all levels and able to act as an ambassador for the organisation externally.
  • Strong analytical and thinking skills.
  • Agrees achievable targets and clearly defines and explains expectations.
  • Coaches, supports and develops people and encourages the use of initiative.
  • Networks with key players internally and externally.
  • Negotiates with sensitivity and focuses on finding practical solutions.
  • Keeps up with industry and technological developments with a commitment to continuous learning.
  • Approachable with strong personal energy levels and resilience.
  • Able to work flexibly, including on occasions some weekends and other unsocial hours.
  1. DUTIES & KEY RESPONSIBILITIES

Finance

  • Preparing detailed financial plans and budgets which accurately reflect strategic and operational priorities and targets approved by the Board of Trustees and CEO.
  • Ensuring the provision of relevant, accurate and timely reporting of financial performance of the Charity to both internal and external audiences, having regard to best practice, regulatory and statutory requirements.
  • Ensuring the effective financial management of the charity, including the preparation of annual budgets, regular management accounts and re-forecasts for management, Trustee Board, Council of Samaritans, Audit & Risk Committee and Finance Sub-committee.
  • Advising the Executive Leadership Team, Trustee Board, the Audit & Risk Committee and the Strategic Development Sub-Committee on medium and long-term financial strategy.
  • Advising the Executive Leadership Team on the likely financial consequences of proposed courses of action.
  • Maintaining regular contact with the Honorary Treasurer and Chair of the Audit & Risk Committee.
  • Liaising with, and overseeing the work of, the investment manager and ensuring that investments are managed in accordance with policies approved by the FSC and Trustee Board.
  • Maintaining regular contact with banks, auditors, lawyers and other professional advisers.
  • Liaising with and build strong relationships with key professional advisors and other consultants, including inter alia, external audit, bankers, investment manager and insurance agent.
  • Building relationships with nations/regions/branches to promote best practice and shared learning.
  • Participating in developing financial policies and procedures, and systems and controls,that is appropriate to the charity, and in collaboration with the CEO, to ensure the effective implementation and management of those policies.

Planning and Performance

  • Developing and implementing an effective corporate planning process to sit within the 2015-21 strategy, weaving together the operational delivery, financial and other resource requirements to be addressed in planning, and the appropriate timeframe for the Corporate Plan to cover (possibly 1-2 years).
  • Developing an approach to the amendment and updating of the Corporate Plan during the year to reflect changing circumstances and new opportunities, including where new programmes of activity are launched to address strategic objectives. This may include a process for re-allocation of budgets.
  • Developing and implementing a performance management approach to enable the Board, the Executive Leadership team and Departments to monitor and manage performance with a set of key performance indicators. Develop and implement systems to collect and report such data on a timely basis, with the indicators structured in a hierarchy depending on audience.
  • Regularly report performance against the Corporate Plan and strategic objectives to both the Board and Executive Leadership Team, and take the lead for ensuring that actions agreed to address any shortfalls in performance are followed through and supported with any necessary resource/cross department collaboration.

Governance

  • Ensuring compliance with relevant legislation and provide advice and guidance on such matters to the Executive Leadership Team, Honorary Treasurer, Board of Trustees, Council of Samaritans and appropriate branch representatives.
  • Controlling and maintaining the financial procedures and accounting systems for Samaritans in compliance with legal, tax and internal control requirements.
  • Ensuring that systems and controls are in place to manage and protect data appropriately, and that Samaritans’ policies and approach in this regard are robust and proportionate.
  • Preparing statutory annual accounts in line with best practice and in compliance with relevant legislation, including Charities Acts, SORP and the Companies Acts.
  • Ensuring statutory accounts for the charity and its subsidiaries are audited in a timely manner, responses to external auditors’ management letter are dealt with and that the trustee’s report and accounts are approved by the Trustee Board and filed within the required time limits.
  • Advising the Executive Leadership Team and Board of Trustees on compliance with existing legislation and best practice, and the implications of foreseen legislation covering charity law, trusteeship and health and safety.
  • Working with other departments in General Office to ensure thatmeetings withthe Trustee Board, Council of Samaritans, Audit & Risk Committee and Finance Sub-committee are properly organised and administered in accordance with good governance requirements.
  • Ensuring the appointment and retirement of trustees of the charity and directors of its subsidiaries are organised on a timely basis, and are notified promptly to the relevant regulators.
  • Taking the lead on establishing and maintaining an appropriate risk assurance framework for Samaritans; providing advice and guidance on risk management appropriate to the charity and ensuring that there are effective processes and controls in place to manage identified risk throughout the charity.

General

  • Work closely with the CEO to deliver Samaritans’ overall strategy ‘2015 - 2021’ and the accompanying objectives agreed within the Finance, Planning and Performance Department.
  • Provide effective leadership to the Department.
  • Work as an effective and collaborative member of the Executive Leadership Team.
  • Contribute, at a senior level, to the effective running of the Central Charity/General Office.
  • Represent the Charity externally and be a positive and credible ambassador for the Charity.
  • Adhere to all Samaritans’ Policies & Procedures.
  • Participate, as appropriate, in meetings.
  • Treat all colleagues, volunteers and members of the public with dignity and work within and adhere to Samaritans’ equal opportunities statements and policies.
  • Carry out any reasonable requests made that are within the broad report of the role.

Signed by employee:______Date: ______

This Job Description is a statement of requirements at the time of writing.

It is not exhaustive and should not be seen as precluding future changes after appointment to this role.