Head of Support Services

Head of Support Services

You will be a professionally qualified accountant with a knowledge of charity accounting, analysis against budgets, technical & analytical skills, working at a strategic level and you will have experience of managing and motivating staff. Your work will be critical to helping us delivery our ambitious strategy for the development of Scouting in Scotland. As Head of Support Services you will be a key member of a senior management team leading the work aimed at realizing our ambitions for Scouting and young people.

Role Summary and Purpose

As we expand as an organisation, the Head of Support Services will be responsible for reviewing administrative and financial policies, procedures and practices, recommending changes and implementing. Working with the Heads of our National Activity Centre’s and Fundraising you will support the development of excellent customer journeys.

About you

You will have experience and a positive a track record in financial accounting with third sector charity experience being highly desirable. You will be CCAB qualified or qualified by experience. You will have experience of Sage, management accounts preparation, year-end accounts preparation, dealing with funding bodies, budgeting, VAT & Tax returns and knowledge of accountancy processes, statutory requirements and charity regulation in Scotland.

About Scouts Scotland

Scouting is a world leader in youth development and adventurous activities. Active in 216 countries and territories we have a global membership of c.40 million. Since embarking on a development strategy on the back of the World Scout Centenary in 2007, Scout membership in Scotland has increased by 10,000 to 44,358.

Scouting happens in local communities across all 32 local authority areas in Scotland. Scouts Scotland is seeking to deliver an ambitious Strategy to grow Scouting further as a dynamic, modern, inclusive organisation, shaped by young people in partnership with adults, delivering opportunities for challenge, fun and adventure for more young people and making a positive impact on local communities.

Scouts Scotland has determined a need to expand its professional staffing in areas of local development, communications, business, fundraising and support services to equip it with the right skills and capacity to deliver its Strategy.

Application Schedule

The closing date for applications is 4.00pm on 11 September 2016 . Applications should be sent by post to Scouts Scotland (Recruitment), Fordell Firs, Hillend, Dunfermline, KY11 7HQ, or by e-mail to

Interview Schedule

Interviews will be held at Scottish Scout Headquarters on Thursday 22 September 2016.

Please note that if you have not heard from us within two weeks of the closing date please assume that your application has been unsuccessful.

Role Description

Position: / Head of Support Services
Responsible to: / Chief Executive
Responsible for: / Finance Assistant
Administrator – HR Administration
Administrator – Facilities
Key Internal Contacts: / Chief Executive, Head of Scouting Operations, Head of National Activity Centres, Head of Communications, Centre Manager/Senior Warden National Activity Centres, Chair of the Board, Hon Treasurer
Chief Commissioner and Senior Volunteer Team
Key External Contacts: / Auditors
Banks, Financial Institutions
Insurance Brokers
Investment Fund Manager
Funding Bodies
Pension Company
Finance and Insurance Departments of UK Scout Headquarters
Job Summary: / To manage the finance, administration and facilities functions
To be responsible for day to day financial management
To provide a key active resource to support the Scottish Headquarters Team (SHQ)
Key Tasks: / Management
·  Undertake a full review of financial and administrative policies, procedures and practices. Recommend changes and implement.
·  Work with the Head of National Activity Centres to review financial and administrative services and support the implementation of a new customer journey.
·  Work with the Head of Fundraising to develop and implement financial and administrative processes to support the Fundraising function and support the development of a fundraising customer journey.
·  Manage staff, ensuring that the right culture, skills, knowledge and experience are present to deliver Scouts Scotland Strategic Plan and work plan in the line with Scouts Scotland’s goals, objectives and values.
·  Work collaboratively with staff and volunteer colleagues to deliver Scouts Scotland Strategic Plan.
Finance
·  Ensure all financial reporting and forecasting is carried out to a high standard.
·  Maintain all financial records and accounts including income collection and payment.
·  Manage the collection of annual Membership subscriptions from Scout Regions, a subscription abatement scheme and liaises with UK Scout HQ on related matters.
·  Manage cash flow and banking arrangements, liaising with financial institutions.
·  Undertake payment of salaries, PAYE, pensions
·  Undertake Revenue and VAT returns
·  Prepare monthly financial reports and provide to Committees and managers including analysis against budgets.
·  Prepare year-end accounts and liaise with the auditors.
·  Undertake some of the Company Secretary functions relating to filing with OSCR and other statutory bodies.
·  Assist in the preparation of annual revenue and capital budgets.
·  Ensure efficient administration of finance matters relating to bookings for Activity Centres including effective customer service.
·  Processes grant applications, financial reporting and claims.
·  Arranging and administering insurance policies for SHQ, Activity Centres and handling of claims.
·  Administers various designated funds, including SHQ Development Fund Grant scheme.
·  Provides practical assistance to staff and volunteer colleagues with budgeting and financial matters.
·  Provides advice to the wider Scottish membership on matters relating to financial administration and insurance.
·  Review and develop Scouts Scotland Financial Policies and Processes.
·  Ongoing monitoring of processes to ensure that the Scouts Scotland Financial Polices are complied with.
·  Prepare and deliver relevant financial training for colleagues
·  Ensure training on policies up to date and appropriate records kept
·  Provide ad hoc information to colleagues as required but particularly in support of funding applications.
Other Responsibilities
·  Manage day-to-day administrative support
·  Manage SHQ facilities including the IT support contract and building and car maintenance
·  Manage the archiving and filing systems
·  Manage HR administration
·  Lead on Scouts Scotland’s data protection policies, systems and procedures and act as named Data Controller.
·  Attend Board, Business Committee and other Committee meetings, as necessary, which take place out of hours.
·  Employees are expected to undertake any and all other reasonable and related tasks allocated by their line manager.
Personal Specification: / Professionally qualified accountant a knowledge of charity accounting, analysis against budgets, technical & analytical skills and working at a strategic level.
Skills and attributes: / ·  Organised with ability to plan and prioritise.
·  Proactive with the ability the ability to adapt to changing circumstances and priorities whilst maintaining high levels of customer service.
·  Ability to lead and work as part of a team.
·  Can provide and accept advice and support
·  Can multi task and work under pressure with ability to meet strict financial deadlines.
·  Good communication skills including writing reports and procedures, ability to communicate with budget holders to explain financial matters and presentation skills
·  Data analysis and interpretation skills
·  A current driving licence
Experience and knowledge: / ·  CCAB qualified or qualified by experience
·  Experience of line management
·  Experience and understanding of the voluntary sector
·  Experience of Sage, databases, Microsoft Excel
·  Experience of dealing with Trusts and other funding bodies including the Scottish Government
·  Experience of Management accounts preparation
·  Experience of Year End Accounts preparation
·  Experience of Budgeting
·  Sage Accounts and Excel
·  Experience of VAT & Tax returns
·  Knowledge of accountancy processes, statutory requirements, VAT requirements for charities, charity regulation in Scotland.
Values and personal qualities: / ·  Confident and credible to senior stake holders
·  An empathy with the aims and values of Scouts Scotland

Summary Terms and Conditions

Title: / Head of Support Services
Salary:
Pension: / Starting in the range of £35,000 - £40,000 per annum
(NB: salary placing within that range is dependent upon skills and experience of appointee)
A contributory pension scheme is available. Contribution rates are 7% of salary from the employer and 3% from the employee.
Hours of work: / Based on a working week of 37 hours, to be worked in accordance with the requirements of the job, which requires evening and weekend duties.
Time off in lieu of additional hours worked may be taken by prior arrangement with the Chief Executive. No additional payments are made in respect of overtime
Location: / Operating normally from Scottish Scout Headquarters, Fordell Firs, Fife
Holidays: / 22 days per annum, rising by 1 day per year of service to a maximum of 27 days, plus statutory holidays (or equivalent)