Job Title: Operations and Finance Manager
Hours: Part-time 28 hours per week (excluding unpaid breaks)
Duration: Permanent
Salary: Actual salary £30,400 – £32,400 depending on experience (FTE £38,000 – £40,000)
Responsible to: Director
Responsible for: Admin support, volunteers and trainees
Based: Hybrid based between the LAAF Office (Bluecoat, School Lane, Liverpool, L1 3BX) and home working
Holiday entitlement: 25 days plus bank holidays
Pension: Employee enrolled into the Nest Pension Scheme with employer’s contributions
Please note that Liverpool Arab Arts Festival is not able to offer sponsorship for overseas workers. All candidates must have the right to live and work in the UK and be in the UK before applying.
ABOUT US
Founded in 1998, Liverpool Arab Arts Festival (LAAF) is the UK’s longest-running annual Arab arts and culture festival, platforming the best UK and international Arab artists. Our work continues throughout the year, with a wide range of events and participatory projects that bring together artists and diverse communities. LAAF builds connections that help more people to encounter and experience Arab culture in Liverpool and beyond.
PURPOSE OF ROLE
We are seeking an experienced and effective Operations and Finance Manager to join the Senior Management Team at LAAF.
In this key leadership role, you will work closely with the Director and creative team to oversee daily operations. You will ensure LAAF’s legal compliance, managing HR, Health and Safety systems while strengthening the organisation’s digital and IT functions.
You will also take primary responsibility for the financial management and stability of the organisation. Working closely with the Senior Management Team, you will ensure the smooth running of LAAF’s operations and support the successful delivery of its strategic aims and objectives.
KEY RESPONSIBILITIES:
OPERATIONAL
- Provide coverage for LAAF’s director as needed.
- Serve as the first point of contact, fostering a welcoming environment for staff and external contacts.
- Oversee LAAF’s operational systems, including finance, HR, legal, health and safety, first aid and stakeholder reporting.
- Implement and maintain reporting systems for stakeholders and the board.
- Prepare written reports for funders, stakeholders and board meetings.
- Manage office operations, IT and work with colleagues to update LAAF’s website.
- Ensure GDPR compliance, updating policies and procedures.
- Monitor LAAF’s progress towards targets and objectives.
- Lead the review and updates of LAAF’s business plan.
CHARITY AND COMPANY ADMINISTRATION
- Prepare and distribute board papers, arrange meetings, and attend/minute board and subgroup meetings.
- Prepare finance and project data reports for meetings.
- Support board member recruitment and maintain board records, including conflict of interest register.
- Manage Charity Commission administration and updates.
- Ensure timely reporting to the Charities Commission and Companies House.
HR
- Maintain and update agreements and contracts for staff, freelancers, trainees and volunteers.
- Implement robust HR systems and policies for effective record-keeping and best practices.
- Lead recruitment, interviews, and induction processes for staff, volunteers and trainees, ensuring access, equality and inclusion.
- Oversee management processes for freelancers, placements and volunteers.
- Ensure timely pension reporting, manage contributions and provide payroll with accurate salary data.
- Regularly update and enforce organisational policies and procedures.
- Help expand LAAF’s networks to foster and share best practices.
- Promote community, artist, freelancer and staff wellbeing.
- Contribute to LAAF’s Equality, Diversity, and Inclusion efforts and reporting.
- Oversee training and development plans and organise team awaydays.
- Work with colleagues to ensure the safeguarding of all participants, artists and audiences.
FINANCIAL MANAGEMENT
- Manage income, expenses, invoices and petty cash accounts.
- Oversee LAAF’s financial health, including budgets, cashflow forecasts, profit and loss, balance sheets, and monthly/quarterly/year-end accounts.
- Implement systems to ensure a rigorous audit trail for annual inspections.
- Manage systems for accurate, timely stakeholder reports.
- Collaborate with the director and fundraisers to develop new income streams, maintain relationships and ensure compliance with stakeholder and Charity Commission standards.
CREATIVE PROGRAMME
- Contract artists, partner venues and freelance festival workers.
- Manage staff and artist travel, accommodation, and visas as per contracts.
- Ensure compliance with risk assessments and legal requirements for creative teams, artists, and partners.Â
- Coordinate resources for events, supporting volunteers and processing artists per diems/expenses.
- Collaborate with staff and volunteers to produce event schedules.
- Assist the creative team with venue prep, artist/stakeholder greetings and event management.
- Be available before, during and after major events and festivals.
GENERAL ADMINISTRATION
- Implement systems for timely reports, including Illuminate audience and Julie’s Bicycle environmental data.
- Manage email, software accounts, PCs, resources and website agreements and renewals.
- Review / renew insurance and outsourced services.Â
- Support LAAF’s efforts to reduce environmental impact across all activities.
- Collaborate to ensure LAAF meets its outcomes and provides a positive experience for those we work with, and on behalf of.
- Represent LAAF in local and national network groups, including travel and overnight stays as needed.
- Participate in LAAF meetings, reviews, development days and training.
EXPERIENCE
- Minimum 5 years’ experience in a senior role, ideally in the arts, cultural or charitable sector.
- Implement mission, vision, and values.
- Proven senior manager with experience in financial management, risk management and board reporting.
- Manage accounts, budgets, and cashflow using company accounting software.
- Establish and manage new systems and contract processes.
- Handle charity and company reporting.
- Active fundraising and income diversification.
- Experience in managing and developing teams, fostering a supportive environment.
- Develop policies, procedures and best practices.
- Oversee monitoring, evaluation and detailed stakeholder reports.
- Ensure equality, diversity and inclusion are central to the organisation.
SKILLS
- Have excellent communication skills and are able to build relationships across a range of different partners, organisations and communities.
- Strong organisational management skills, having the ability to manage multiple projects and priorities concurrently.
- Excellent report writing and presentation skills.Â
- Astute financial management to a high level.
- Has an eye for detail and is well organised with the ability to identify and address organisationalproblems.
- Possess a good understanding of Arab arts, cultures and communities.
- Desirable speaking, reading and writing skills in Arabic.
HOW TO APPLY:
To apply, please email the following to admin@arabicartsfestival.co.uk with the subject line ‘Operations and Finance Manager application’:
- Â A covering letter (maximum 2 sides of A4) demonstrating your suitability to the role, directly addressing how you meet the stated Responsibilities, Skills, Knowledge, and Experience in the Job Description.Â
- Your CV
- Contact details of 2 referees, one of whom should be a current/most employer
- Completed Equal Opportunities form.
Liverpool Arab Arts Festival is committed to building the diversity of its core team to be more representative of the communities it serves, and to increase opportunities for people who are currently underrepresented in our industry.
We encourage applications from candidates of Arab and SWANA (South West Asia and North Africa) backgrounds, those who self-identify as BIPOC (Black, Indigenous, People of Colour), d/Deaf and disabled applicants and individuals from lower socio-economic backgrounds.
Successful applicants will be asked to present the relevant documents to demonstrate their eligibility to work in the UK.
Closing date: 9am, Monday 25th November.
Interviews to be held the week commencing 9th December.
https://www.arabartsfestival.com/work-with-us-operations-and-finance-manager/