Changing Tunes

Job Description

Job Title:Office & Finance Manager

Salary:£22,000-£24,000 (pro-rata)

Hours:4 days per week

Base:Bristol

Organisational Aims: Changing Tunes uses music teaching, rehearsal, performance and recording to aid the rehabilitation of prisoners and ex-prisoners.

Job Purpose: To oversee the operational side of Changing Tunes, including finances, personnel and HR, and the office and administrative functions of the charity. To play an active role in the leadership team, and to support the Chief Executive and trustees. To manage the Franchise Co-ordinator and any office staff, volunteers or interns as they are recruited.

Key tasks:

Financial Management

  1. To oversee the accomplishment of financial management activities (including payroll administration, monthly management accounts, financial forecasting, bank reconciliation, and budgeting for fundraising applications and reports), which will be primarily carried out in collaboration with a bookkeeper, and to stay abreast of Changing Tunes’ financial situation.
  2. Assisting in the production of annual accounts
  3. Managing Gift Aid and making regular Gift Aid claims
  4. Manage all invoicing
  5. Managing team expenses and overtime

Personnel & HR Management

  1. Administration of employee recruitment and onboarding
  2. Keeping all staff records and files up to date*
  3. Process and keep records of all employee sick leave and annual leave
  4. Overseeing Health and Safety within the office, as specified in the Staff Handbook and relevant legislation, and as delegated to the Franchise Coordinator
  5. Coordinating Changing Tunes quarterly team days, their locations, food provisions, etc.
  6. Ensure that up-to-date handover documents are kept for key staff*

Leadership & Management

  1. Managing and overseeing all administrative and personnel Head Office activity that is not the direct responsibility of the Chief Executive in coordination with the Franchise Coordinator
  2. Line management of the Franchise Co-ordinator and Bookkeeper
  3. Managing volunteers and other office staff as they are recruited
  4. Attend regular Senior Management Team meetings
  5. Keep Chief Executive abreast of any issues, responsibilities or deadlines relating to the Office & Finance Manager’s areas of responsibility

Monitoring & Evaluation

  1. Report on monitoring and evaluation outcomes on a regular and annual basis
  2. Improve Changing Tunes’ monitoring and evaluation system to ensure it is robust, effective and as accurate as possible

Governance support

  1. To compile the annual report for the Charity Commission
  2. Assist in the creation and maintenance of charity policies and to keep the Staff Handbook up to date*

Other

  1. Keeping abreast of issues that may affect CT’s work and advise the Chief Executive on such
  2. Being an ambassador of our work
  3. Any other task relating to the job.

*= in conjunction with Franchise Co-ordinator

Additional tasks (desirable):

Assisting the Chief Executive

  1. To assist the Chief Executive with diary and travel management and logistics
  2. Liaising with key contacts on behalf of the Chief Executive, from time to time

Event Management

  1. Lead on planning events, or delegating leadership to other staff if necessary
  2. Publicising events to Changing Tunes’ supporters
  3. Oversee supplies purchases
  4. Co-ordinate events on the day and manage all volunteers

Publicity

  1. Co-ordinating mailings, including but not limited to a bi-annual printed newsletter and ad-hoc supporters emails.
  2. Manage social media accounts, ensuring they stay reasonably up to date
  3. Produce written content for emails, newsletters and social media accounts
  4. Liaise with designers on promotional material and newsletter

Essential Person Specification:

By the nature of working in a small (but growing) charity the Office & Finance Manager will need to be flexible and willing to learn new skills. They will need the following skills and qualities:

  1. Good written skills
  2. Good communication skills
  3. Very good knowledge of financial systems and management
  4. Good IT skills, particularly in Word, Outlook and Excel
  5. Good administrative skills
  6. Accuracy with figures and ability to learn/use bookkeeping software
  7. A problem solver
  8. Ability to work towards deadlines
  9. Passionate about our aims and objectives
  10. Mature personality able to occasionally assist in Changing Tunes church services
  11. Willingness to get the job done and occasionally work outside of normal working hours.
  12. Willingness to learn new IT skills, particularly finance.
  13. Commitment to Changing Tunes’ Equal Opportunities policy.

Desirable Person Specification:

  1. Driving licence

Special Note:

This job description does not form part of the contract of employment, but indicates how that contract should be performed. The job description may be subject to amendment in the light of experience and in consultation with the jobholder.

Changing Tunes, PO Box 2646, Bristol, BS6 9BU

Registered charity No. Registered charity No. 1144789