Finance and Operations Manager
East of England
Four Day Weeks
Action for Pulmonary Fibrosis
Welcome from the Chief Executive
We are delighted that you are interested in the role of Finance and Operations Manager here at Action for Pulmonary Fibrosis (APF). We are looking for an outstanding individual to work with me and a newly formed team as we take APF through a significant period of development and growth. This is a particularly exciting time to join us.
Pulmonary fibrosis refers to a specific group of lung diseases thought to be affecting around 70,000 people in the UK. The nature of these diseases all cause hardening and scarring of the lungs, preventing the transfer of oxygen into the bloodstream. It has a devastating impact on quality and quantity of life and on breathing.
The debilitating nature of these diseases means as people become increasingly breathless their need for physical and emotional support becomes greater. Pulmonary fibrosis affects every area of family life. Yet there is very little dedicated support available to patients and families affected.
These are some of the many reasons Action for Pulmonary Fibrosis (APF) exists. Since APF was set up as a charity in 2013 we have established ourselves as a respected and influential charity. APF has grown in impact and scale since it was formed. We have agreed a new Strategic Plan for 2019-2024 which sets out our direction for the coming years.
The Finance and Operations Manager is a pivotal appointment that will assume responsibility for our financial processes and reporting and our legal responsibilities including HR, HMRC and Charity Commission obligations. You’ll help set up our new office in Peterborough and you’ll be able to have a significant impact on the running of the charity working closely with me and our trustees. You’ll provide regular financial and non-financial insights to ensure the charity is well run and effective.
We are a collaborative, hard-working and fun team, with lots of mutual respect and support to reach organisational goals. In your role you’ll need to demonstrate empathy to our cause, critical thinking, flexibility and be solution focussed.
If you believe you have the experience, skills and qualities we are looking for, we very much look forward to hearing from you.
Our vision, mission and values – drives everything we do
APF’s vision is to find a cure for pulmonary fibrosis so that everyone affected by the disease has a better future.
We work to achieve our vision by making it our mission to:
We provide support to families, raise awareness, campaign and educate to improve access to the highest standard of care for everyone affected. We are committed to finding a cure through funding research.
Our values drive everything we do:
• Patient led: We empower patients, who are at the heart of everything we do.
• Caring and compassionate: We respect and understand the needs of patients and carers, and help them to get the support they need
• Striving for excellence: We work with integrity and professionalism in all that we do
• Open and approachable: We ensure people affected by pulmonary fibrosis feel able to turn to us for advice and support in their time of need
• Ambitious: We will improve the lives of people affected by pulmonary fibrosis and bold in the ways we do this
The Finance and Operations role will take over the running of current financial and operational duties currently performed by our business support agency and trustees. Due to APF’s continued growth, now is the time to pull our administrative processes together as we set up our first office in Peterborough and improve our effectiveness.
You’ll be able to set up systems that are compliant and based on best practice; helping us to better understand how our resources are allocated and ensure we are getting value for money. You’ll bring a culture of transparency and efficiency to the running of our office, so that are effective in everything that we do. You’ll have a keen eye for detail, critical thinking, flexible and solution focussed. You’ll have good people skills and able to explain financial information to people with little or no financial skills.
This is a superb opportunity to join a young and energetic charity with a clear future direction and a CEO, growing staff team and trustee board who will provide the required support and backing to the successful candidate.
Main purpose of the role:
• To lead on the successful set up and running of APF’s new office; manage the handover of financial and administrative processes
• Ensure APF’s finances are accurate, transparent and timely so budget holders and trustees can make good decisions in relation to the running of the charity
• Ensure the charity is compliant, our operations are efficient and our team feel well supported
• Staff, trustees, and freelancers at APF
• Service providers and contractors; auditors, IT companies, Regus etc
• Statutory bodies; charity commission, HMRC, etc
Reporting to the CEO and responsible for the Administrator, liaising with/reporting to relevant trustee sub-committees.
This includes the following responsibilities:
● Financial operations: maintain accounts, recording transactions on Quickbooks, including invoicing, expenses and payroll co-ordination. Support annual budget setting. Conduct regular bank reconciliations and oversee payments.
● Be responsible for receiving, recording and banking of all donations received by post, check monthly and reconcile with fundraising team all deposits direct to bank, including regular donors.
● Maintain contact with and check all receipts from online donation platforms on a monthly basis.
● Management accounts reporting: monthly and annual reporting for the organisation including profit and loss, cashflow projections and performance against budgets plus setting up new reports as required. Reporting to include analysis of restricted and unrestricted funds.
● Record gift aid as donations received and submit annual gift aid claim to HMRC
● Set up processes with the fundraising team to record financial information on APF’s new CRM to aid the stewardship of donors
● Grant based budgeting and reporting: supporting budget leads and project leads to set up grant budgets, track performance against budgets and support grant requirements in relation to financial reporting. This will include setting up new and improved tools and reports to support this area.
● Finance policies: review existing policies, set up new ones where required and maintain policies and procedures for the organisation. Ensure understanding and adherence to financial regulations and legislation.
● Pensions: administration of employee pension scheme including reconciling monthly payments, setting up new users and leavers and complying with pension regulations.
● Risk control: regularly review financial controls and update as needed to minimise exposure to financial risks, checking adherence to finance policies related to income and expenditure. Compile and maintain risk register.
● External contractor coordination: manage relationships with third party suppliers such as professionals supporting the organisation with audited accounts, banking etc.
● Policy and process: Updating and implementing new policies and processes as relevant for the above activities – see finance policies above
● Line management: responsible for the performance management of the administrator. This will include managing their learning and development and coordinating their workload.
● Record-keeping: update and maintain HR records whilst maintaining confidentiality requirements.
● Recruitment: supporting and coordinating recruitment activity as needed.
● HR queries: being the main point of contact for HR related queries liaising with the CEO or external providers as required.
● Staff absence: tracking annual leave, sickness and other absence in line with existing policies and setting up new policies as needed.
● Staff handbook: maintain and regularly update the team handbook including regular review of compliance and relevance of existing policies.
Legal & Governance
● Contracts (staff, suppliers and clients): maintain relevant templates and support other team members in setting up contracts for new recruits, freelancers, suppliers and clients.
● Board: contribute to the preparation for quarterly board meetings including regular and ad hoc reporting requirements.
● Charity Commission: Track deadlines and support APF’s compliance with relevant reporting requirements
● Ensure the smooth running of the office, overseeing the set up and maintenance of office systems
● Asset register: maintain asset register currently only made up of laptops and phones.
● Procurement: purchase and update IT equipment including laptops and phones as needed and according to projected equipment lifespan.
● Ensure equipment is maintained and fit for purpose
● With the CEO, implement and maintain relevant GDPR policies. Implement and regularly review data security policies to ensure cyber security, data protection and legal compliance.
● Work on projects as agreed with the CEO from time to time
In your application for the role, please provide details of your experience against the selection criteria set out in part one below.
Part one: knowledge and experience
• Accountancy qualification (full or part) and experience, together with recent relevant experience and/or qualification in Business Administration in a small business or charity setting
• Experience of company secretarial role or providing support to trustee boards in a finance or governance capacity
• Experience of setting up new finance or office systems and processes to improve effectiveness;
• Experienced in using financial information to aid decision making; able to present financial information to non-financial audiences and working with different teams who need financial data to help them in their roles
• Highly experienced in accounting software packages (we use Quickbooks) including strong Excel / Google Sheets skills.
• Experienced in providing clear direction, supervision and support to staff
• Experience of leading and implementing multifaceted projects to successful completion; able to prioritise and plan ahead
• A good understanding of policies and best practice relating to running a small office and hiring people and how to practically apply those skills.
Part two: skills and working style
• Effective interpersonal skills; can demonstrate emotional intelligence and empathy with others
• Strong planning skills including attention to detail, critical thinking, multi-tasking and problem solving.
• Able to exercise tact and discretion when dealing with sensitive personal information
• Able to develop successful long term relationships eg with suppliers
• Excellent presentation skills, able to speak to small audiences to inform and persuade
• Ability to multitask, work collaboratively and flexibly to achieve shared outcomes and a keenness to add value to the organisation’s culture and ethos.
In your application please include if you have lived experience of pulmonary fibrosis.
Terms of Appointment
Contract: Part time, permanent
Salary: £40K to £45K pro rata, dependent on experience
Pension: Automatic enrolment to workplace pension unless already an active member of a qualifying workplace pension
Holiday: 25 days per holiday year (1st Jan to 31st Dec) plus 8 bank holidays pro rata
Location: Peterborough - with additional flexible home working
Hours: 30 hours per week. Normal hours are 9am to 5.30pm with flexibility to maintain a good work/life balance.
Other benefits: The ability to flex hours and take ‘time off in lieu’ for extra hours worked. Reduced gym membership.
Probationary and notice of termination periods
You will be subject to an initial 6 months probationary period during which notice is 1 week on both sides and then extending to two months thereafter.
Action for Pulmonary Fibrosis is an equal opportunities employer and welcomes applications from all candidates irrespective of race, age, gender, sex, gender identity, sexual orientation, religion or belief, or marital or civil partnership status.
Our office is step free with accessible toilets.
How to apply
We hope you’ll consider making an application. If you have any questions about the appointment and would find it helpful to have an informal conversation, please contact Louise Wright at and we can arrange a call.
To make an application please provide the following by email to with ‘Finance and Operations Manager’ in the subject title.
• Your CV (no more than three sides)
• A supporting statement (no more than two sides of A4, font size 11) that sets out why this role is the right move for you and how you meet the knowledge and experience criteria
• We would be grateful if you disclosed your current salary details, but this is at your discretion
• Please include two references; your last or current employer plus a personal reference who has known you for at least two years. Both will be contacted once an informal offer has been made. Please include, phone and email as well as a brief description of how they know you.
Applications without a supporting statement will not be shortlisted.
Closing date: 10am, Monday 11th November
Interviews: (Peterborough) 18th Nov 2019
References taken up: w/c 25th Nov
Ideal start date: December/January 2019/20