Head of Finance & Operations

Candidate Briefing

Contents

Arnolfini – An IntroductionPage 2

Head of Finance & OperationsPage 3

Core Competencies & Key AccountabilitiesPage 5

Arnolfini – Report LinesPage 6

The Recruitment Process – How to Apply & TimeframesPage 7

Arnolfini – An Introduction

About Arnolfini

Arnolfini is one of Europe’s leading Centre’s for the contemporary arts, presenting innovative, experimental work in the visual arts, performance, dance, film, music and events, accompanied by a programme oflearning and participationactivities. Five exhibition spaces, a theatre/cinema auditorium, Reading Room and Light/Dark Studios are housed in the Grade II listed, fully accessible building. Housed in a 19th century converted warehouse at the heart of Bristol’s historic Harbourside, it also contains one of the country’s best arts bookshops as well as a Café Bar serving the best in local and seasonal produce.

Arnolfini’s mission is to create the conditions for artistic experimentation and audience engagement across the contemporary arts. It provides Bristol and the West of England with a centre for the contemporary arts of international significance.

Arnolfini is managed through a limited company with charitable status and comprises Arnolfini Galleries Ltd (the main charitable company), Arnolfini Trading Ltd (the café bar / shop / event hire i.e. the commercial branch) and Bush House Building Services Ltd (BHBS is a new company set up to manage the building on behalf of the landlord, the University West of England). Arnolfini is governed by a board of Trustees, who are also directors of the company. It is in receipt of stakeholder funding from Arts Council England (as part of the National Portfolio of regularly funded organisations) and Bristol City Council. The organisation has recently reviewed its programme of activity and has ambitious plans to expand its cultural programmes and commercial activities.

Arnolfini has an annual turnover of just under £2m (including trading) and directly employs around 30 staff. It attracts a loyal audience of some 500,000 visitors per year in person with a further 220,000 engaging through the website and on-line platforms.

In 2015, Arnolfini and the University West of England (UWE) announced an exciting new partnership which will enhance the art and cultural offer on the harbourside in Bristol. The partnershipsees the two organisations sharing resources and facilities and collaborating on programming and education workshops, seminars and events, and academic research. The combined creativity and resources of both organisations enable the offering of a dynamic programme of exhibitions, talks and other activities to an increased audience.

Kate Brindley, Arnolfini’s CEO, commented: ‘We are delighted to have agreed such an important partnership with UWE Bristol which enables an exciting new future for Arnolfini and provides visitors to the organisation with a fantastic new offer.’

Professor Steve West, Vice-Chancellor of UWE, said: ‘We are thrilled to be entering into this exciting partnership with Arnolfini, which has the potential to extend and enhance the Faculty’s footprint and engagement within Bristol. The combined expertise and excellence of Arnolfini and UWE Bristol will create new routes into learning and employment for our students. By combining our knowledge and interest in the arts we can offer both UWE Bristol students and Arnolfini visitors and the wider community so much more than the sum of our parts’.

This is a fantastic opportunity to join Arnolfini as Head of Finance & Operations and help shape the next phase of our development. This position offers the opportunity to operate at the highest level, using your experience to ensure a sound financial foundation in order to support the continuation of creative, educational and cultural programmes for the future.

For further information, please visit

Head of Finance & Operations

Purpose of the Role

The Head of Finance & Operations will hold overall responsibility for all management and financial reporting for Arnolfini Galleries Ltd, Arnolfini Trading Ltd and Bush House Building Services Ltd. Arnolfini is developing new programmes and partnerships and the Head of Finance & Operations will also be expected to be fully involved in the planning, implementation and monitoring of these initiatives.

They will provide expert financial leadership to colleagues and trustees, leading the development of the financial strategy, ensuring robust plans are in place to deliver this, and monitoring performance through the provision of high quality information.

Responsibilities

The Head of Finance & Operations is responsible for Finance, IT and will oversee the Building and Operations function including line managing the Building Manager.

The post holder will work closely with the CEO to help foster effective financial controls throughout the organisation. This will involve communicating with non-finance staff, assisting with department budget and target setting and nurturing a cohesive team approach to achieving the strategic business plan. The Head of Finance & Operations will ultimately be responsible for:

Finance

  • The secure and accurate recording of all charitable and trading company financial transactions, ensuring that the financial records of Arnolfini Gallery Limited, Arnolfini Trading Limited and BHBS Ltd are maintained appropriately in compliance with all statutory requirements
  • Ensuring that the financial and operational systems provide effective internal control and audit trail
  • Producing accurate and timely monthly management accounts, together with updated forecasts, income and expenditure data and relevant variance analysis
  • Working closely with UWE in relation to all financial and operational aspects of the building, and ensuring that the related costs and revenues are appropriately accounted for
  • Liaising with the Charity Commission, Companies House and HM Revenue & Customs as required
  • Liaising with the bank to arrange appropriate facilities in line with the organisation’s requirements, undertaking an annual review of service provision with bank representatives as required
  • Ensuring periodic reviews of banking facilities (including PDQs) to ensure banking facilities meet the organisation’s requirements
  • Providing managers with systems and procedures to assist in the daily monitoring of gross and net profit contributions for the commercial activities
  • Preparing the end of year accounts and reports for the annual audit, liaising with the auditors and ensuring compliance with the charity SORP
  • Attend meetings of Arnolfini's Council of Management Finance Sub-Committee and prepare papers for meetings including financial statements
  • Prepare budgets and report to funders and in preparation of fundraising bids

Operations and Buildings

Oversee the work of the Building and Operations team, including the fulfilment of our SLA with the buildings Landlord, the University of the West of England, and the running of the trading subsidiary Bush House Building Services.

  • Responsible for the efficient administration of the organisation, retaining an overview of the management of all building service contracts, including: maintenance, soft services, utilities, cleaning, equipment purchases and IT communications systems
  • Responsibility for the management of, and adherence to, all policies and legal requirements of the organisation. These include the maintenance of its required licences and safety standards in conjunction with statutory regulations and the maintenance of appropriate safety and security provisions for both staff, tenants and public using the building
  • Act as designated premises supervisor for Arnolfini’s premises licence and to hold the licence for Border Control

The Ideal Candidate

  • A fully qualified Accountant (ACA, ACCA or CIMA will be considered)
  • Experienced in charitable organisational and financial leadership at a senior level
  • Takes pride in delivering high-quality, relevant financial information
  • Operationally focused with an ability to input effectively into business planning and strategy
  • Skilled in managing a breadth of support functions and a mixed finance model
  • Able to operate as a team player to develop and manage a performance culture
  • Excellent in making high-quality decisions through a combination of analysis, wisdom, experienceand judgment
  • Skilled in balancing the delivery of programmes against the requirements of budgets
  • A problem-solver with project management experience and demonstrating creative resourcefulness
  • A leader in managing organisational change and supporting the development needs of colleagues

Core Competencies & Key Accountabilities

Core Competencies

Leadership

• Inspires confidence and trust in others

• Is committed to nurturing others to be the best they can be

• Is visible, approachable and earns respect

Communications and relationship management

• Supports cross team working within the Arnolfini operational and business plan

• Able to build strong and effective relationships with key internal and external stakeholders

Decision making and professional judgement

• Confident in the use of data for the basis of professional judgement

• Organised, with close attention to detail

• Makes effective decisions on a timely basis

Team Performance

• Manages own and others’ performance to ensure timely deliverables to the required standard with clear accountability

• Commitment to Arnolfini’s mission, values and practical work, including contemporary art within a multi-artform context

Self-management

• Adaptable and able to lead and support organisational change

• Able to deliver heavy workload on time with a resilient and flexible approach

Key accountabilities

Performance and reporting

• Support the CEO and other Directors by producing timely and high-quality management information, drawing insightful analysis from this and using it to inform decision making

• Monitor risk management processes, including the identification of key risks and appropriate follow up actions

• Ensure monitoring systems and accurate records are maintained to facilitate all relevant aspects of financial and non-financial reporting, and to meet the reporting requirements of diverse funders in a timely and professional manner

Financial & Operational Planning

• Lead the financial & operationalplanning and budgeting processes, ensuring alignment with Arnolfini’ goals and strategic plans

• Lead the development of long term budgets and plans

• Carry out cost-benefit analysis and modelling to support the implementation of the strategy

• Work with the fundraising team and actively support the development of key fundraising bids, producing accurate costing and other financial information and challenging assumptions.

Strategy

• Provide expert advice on the financial aspects of Arnolfini’s strategy

Governance

•Ensure compliance with Charity Commission, Companies House, HMRC and other legal requirements

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Arnolfini – Report Lines

The Recruitment Process – How to Apply & Timeframes

How to Apply

Executive Search Firm Moon ConsultingLtdhas been appointed as Arnolfini’s chosen Recruitment Partner and will manage the recruitment process

To apply, please send a copy of your latest CV together with a covering letter expressing why you wish to be considered for this role

To ensure fairness to all applicants, any decision to shortlist you for initial telephone screening will be based solely on the information that you supply on your CV and covering letter. It is important you give as much information as relevant regarding why you wish to apply and what makes you a suitable applicant.

Arnolfini is actively working towards equal opportunities and welcomes applications from all areas of society.

Completed applications sent by email to

NB: You will be required to complete an Arnolfini Application Form at the final stage of the recruitment process.

Closing Date for applications: Friday 29th January 2016, close of Business

All applications receive acknowledgment of receipt from Moon Consulting

First Stage Interviews: Monday 4th January – Wednesday 3rd February 2016

Conducted by Moon Consulting

Second Stage Interviews:Monday 8thFebruary 2016

Conducted by Arnolfini Trustees

Terms and Conditions:

The full-time, 40 hour per week postis subject to the completion of a six month probation period and the receipt of satisfactory references. Annual leave entitlement will be 24 days (plus 8 bank holidays) pro rata, per annum.

You will required to provide evidence that you have the necessary permission to work in the UK

On behalf of Arnolfini, Moon Consulting would like to thank you for your initial interest in the Head of Finance & Operations opportunity

END OF DOCUMENT

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