VACANCIES

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Ad Infinitum is looking for a proactive and enthusiastic individual to join our team as Finance and Operations Manager. This is an exciting opportunity to play a pivotal role in the financial, administrative and operational management of the charity as it continues to evolve.

KEY INFORMATION ABOUT THE ROLE

Salary: £33k - £36k per annum, dependent on experience (£19,800 - £21,600 pro rata).

Contract type: Permanent.

Pension: NEST pension, employer contributions 3% of salary.

Hours of work: 3 days a week (0.6 FTE) (the organisation’s working hours are 09:30 - 17:30 but we offer flexible working hours and are open to conversations about how the hours could be split across the week).

Place of work: Work from home. Ad Infinitum is based in Bristol and does not currently have a physical office. Attendance at meetings in central Bristol is likely to be required at least once a month, but we can be flexible with this and are happy to discuss it with the candidate.

Access: We are committed to creating a more diverse and representative arts sector and will work to provide access support or arrangements that are required for you to undertake this role effectively.

Annual Leave: 18 days (22 days plus 8 bank holidays pro rata, increasing to 23 days after 2 years and 24 days after 4 years).

Training: The role will include opportunities for training and development.

The main areas of the role are:

Finance and bookkeeping (using Quickbooks software).

Charity administration.
HR.

We’re looking for someone who:

Is detail-oriented, efficient and organised.
Enjoys working as part of a small, friendly core team.
Is self-motivated and happy with working from home.

We actively encourage people whose backgrounds, lived experience and skills are underrepresented in the sector to join us and positively impact our working practice. Any candidate who self-identifies as Deaf, deaf, hard-of-hearing, disabled, neurodiverse, and/or from the Global Majority and meets the essential criteria is guaranteed an interview as these individuals are under-represented in our current workforce.

This page will tell you more about the role and how to apply.

Interested? Please reach out to us if you have any questions about the role or working at Ad Infinitum. We’d be happy to have an informal chat with you before you apply. Please email Ad Infinitum’s General Manager, Emma Macnair at emma@ad-infinitum.org.

JOB DESCRIPTION

Purpose of the role

To lead the organisation’s day-to-day operations ensuring efficient and effective company management. You’ll be responsible for managing and developing administrative and financial systems and will ensure that Ad Infinitum operates with best practice in financial management, administration, HR and organisational policies, and charity governance. You will collaborate with the Ad Infinitum core team, freelancers, partners and our board of trustees to ensure clear communication, excellent organisation and the smooth running of the company.

The role includes, but is not limited to, the following tasks:

Financial Management

Be responsible for and run the organisation’s bookkeeping and financial management processes on Quickbooks including processing all invoices and expenses; reconciling the bank account; issuing invoices; and making all bank payments.
Produce and manage the organisational cash flow, project cash flows and management accounts.
Be responsible for and run payroll monthly.
Compile and submit VAT returns quarterly.
Calculate and review Theatre Tax Relief (TTR) estimates quarterly and create TTR claims annually, for submission by our accountant.
Support the Executive Director with managing the company and project budgets and financial reporting to the board and funders.
Be the main contact for HMRC for any queries.
Maintain the company’s bank account and be the main contact for the bank.
Work with the organisation’s Accountant and trustees to support the production of Annual Accounts.

Administration

Oversee the day-to-day administration of the company to promote smooth business operations.

Ensure that appropriate insurance cover is maintained, and manage any claims as they arise.
Be the main point of contact for general enquiries to the organisation.
Be responsible for the management, access and security of systems across the organisation including Slack and Google Workspace.
Be the main data contact for GDPR purposes and ensure we are up-to-date with GDPR requirements.
Manage ongoing subscriptions and contracts including storage, Zoom, ITC etc.

Lead on induction processes for new staff and maintain the Company Handbook
Create and update staff contracts and manage any parental leave or other HR related processes as required.
Create, implement and review all policies and procedures for the organisation.
Manage HR procedures including leave for staff.

Charity Administration

Circulate board papers, arrange board meetings, and attend and minute quarterly meetings and the AGM.
Maintain board records including the conflict of interest register.
Organise access requirements and logistics for board meetings.
Be the main point of contact for the Charity Commission and ensure the online register is kept up-to-date.

Other

Attend team meetings, in-person where possible.
Adhere to, and actively implement Ad Infinitum’s policies, including equalities (diversity, access and equal opportunities), data protection, environmental, and health and safety.

PERSON SPECIFICATION

Essential Experience

At least three years’ experience of working in a similar administrative, financial or management role.
Experience of using accounting software and managing the financial administration of an organisation including paying and issuing invoices, reconciling bank accounts, and running payroll.
Experience and confidence in producing and managing an organisational cash flow, budgets and management accounts.
Experience of creating and reviewing HR policies and procedures.
Experience and enthusiasm for working remotely and collaborating as part of a small team.

Essential Skills

Highly organised with strong administrative, time management and planning skills.
Proactive approach to improving systems and problem solving.
Proven ability to work flexibly under pressure, to prioritise and to meet deadlines.
Excellent level of attention to detail.
Excellent communication skills.
Strong ability to work independently and self-motivate.
Confident in using digital collaboration tools, for example Slack, Google Workspace.
A commitment to broadening diversity and increasing access in the workplace.

Desirable Experience and Skills

Familiarity with the accounting software Quickbooks.
Experience of charity administration.
Experience of communicating with a range of stakeholders including trustees.
Understanding of Theatre Tax Relief and experience of submitting claims.
Experience of preparing and submitting VAT returns.
A relevant accountancy qualification.
A knowledge of equality, diversity and inclusion best practice.
Experience of working in an arts organisation and/or an interest in arts and culture.

This role offers a skilled candidate the opportunity to develop their understanding and experience of charity and arts management across finance, HR, administration and operations.

ABOUT AD INFINITUM

Ad Infinitum is a LGBTQIA+, working class and global majority-led theatre company based in Bristol. We embrace difference through collaboration, enabling a more representative theatre culture to exist by placing those minoritised by society at the heart of our work.

Our wide-reaching programme includes creating new theatre productions with national and international collaborators; supporting diverse and underrepresented creatives through our Artist Development Programme; touring critically acclaimed productions from our portfolio; and delivering inspiring Learning and Engagement activities with children and young people.

Founded in 2007, Ad Infinitum is led by Nir Paldi and George Mann (Co-Artistic Directors/Founders). Polly Davis (Executive Director), Emma Macnair (General Manager), and Mia Lake (Producer) complete our core team. We work with our diverse family of collaborators based in Bristol, the UK and internationally to develop, create and perform our creative projects. Our board of trustees includes experts from across the cultural, corporate and charity sectors and is led by Chair, Lauren Clancy, Freelance Executive Director; and our pro bono board network provides the organisation with legal, strategic and branding support and access to extensive networks.

Ad Infinitum is an Arts Council England National Portfolio Organisation for 2023-27 and we are recipients of Imagination funding from Bristol City Council as part of the Cultural Investment Programme.

You can find out more our productions here.

HOW TO APPLY

To apply, please send us:

A cover letter: your cover letter should be no longer than two A4 pages and explain what attracts you to the post, how your skills and experience match the person specification and any other information which demonstrates your suitability for the role.
A CV: this should include details of your previous employment and work experience, including names of employers, dates of employment, job titles and a brief outline of your responsibilities. You should also include any relevant educational and training qualifications, plus any other personal information you may wish to include.
If you’d rather apply for the role in a different way, for example by sending an audio or video application, feel free to do so. Please make sure that it’s good enough quality for us to listen/see and that it’s no longer than 10 minutes.
Complete this anonymous equal opportunities monitoring form online by following this link: https://forms.gle/koxp4qNmEdNYNF849

Applications should be sent by email to: recruitment@ad-infinitum.org.

Please write “Finance and Operations Manager” in the subject line and attach your cover letter and CV, or include a link to the audio / video file.

The deadline for applications is Wednesday 16 October at 9am.

First round interviews will be held on Tuesday 22 October or Wednesday 23 October. Second round interviews will be held on Monday 4 November or Tuesday 5 November. We will appoint by Thursday 7 November to start as soon as possible. If you are successful then we will collect two references after the second round interviews and contact them with your permission.

Interviews will be in-person in Bristol or online and we will cover reasonable travel expenses for travel from outside of Bristol. Both rounds of interviews will be with a panel made up of team and board members from Ad Infinitum, and there will be a short task relating to finance or administration to complete as part of the interview.

Here is some information about how we hold interviews at Ad Infinitum:

The format of an interview can often feel quite formal, but we aim to make the space as welcoming and relaxed as possible - they are an opportunity for us to get to know you, and for you to get to know us.
If you have an access rider or any access requirements we ask you to share them with us as soon as possible after you have been invited for an interview. We will do our best to support you so that you can feel confident in your interview.
Where possible we offer interview questions in advance to give everyone the best opportunity. You’re very welcome to prepare answers to our questions in advance, but we suggest you bring short notes with you rather than a script which you read from. You might want to think about what questions you have for us as well as preparing answers to our questions.

If you have any questions, would like this information in a different format or want to chat about your suitability for this role, please email emma@ad-infinitum.org.

Click here to Download the recruitment pack for the finance and operations manager