The Head of Operations is a senior position within the YATI team, responsible for managing the day to day operational and financial functions of the charity to ensure the successful delivery of our programme, the sustainability of our building, the support of our staff, and deputising for the CEO where required.
ABOUT YATI
YATI (Young Actors Theatre Islington) dramatically changes young people's lives, engaging them with Theatre through performance, education, and outreach. We want every young person in Islington to experience Theatre, made by and for them. We believe that finance should not be a barrier to education or participation. Whether pursuing the performing arts professionally, learning a new skill for enjoyment, or merely wanting to spend time with others, YATI provides high-quality, affordable opportunities to engage with Theatre.
We achieve this by offering over 60 hours of performing arts classes every week during term-time, and holiday courses that give our young people the chance to learn and perform. We keep our pricing as affordable as possible and offer full subsidy to those who need us most through our Stage Door programme. We put on high-quality productions and offer regular showcases and scratch nights for our young people to gain on-stage experience. We take our work out into local communities giving more people the chance to experience the positive benefits of drama, and we represent over 200 young people professionally through our Agency, offering vital support right from the start.
KEY RESPONSIBILITIES
Strategy and Planning
1. Lead on the development and management of the annual budget in line with key objectives measurable against set KPIs.
2. Ensure that realistic income generation targets are set and monitored to ensure the charity’s ambitions are met.
3. Lead on the development, implementation and review of all policies and procedures.
4. Work with the CEO to develop the long-term business plan for the organisation.
5. Manage and monitor the charity’s risk register.
6. Prepare the annual budget for approval by the CEO and Trustees and produce monthly management reports, monitoring income and expenditure against budget.
7. Oversee the freelance bookkeeper, ensuring swift and efficient invoicing, control of the purchase and sales ledger, recording of credit card transactions onto SAGE, processing of expense claims, and bank and petty cash reconciliation.
8. Undertake monthly payroll on SAGE including payments to staff, HMRC, and our pension provider. Deal with new starters and leavers. Keep up to date with new legislation & regulatory ruling impacting payroll.
9. Maintain sound internal controls ensuring compliance with internal policies and accounting standards; ensure balance sheet reconciliations are completed and reviewed.
10. Manage restricted and unrestricted fundraising income and expenditure to inform strategic decisions and ensure accurate reporting to funders.
11. Liaise with external auditors and prepare information for the annual accounts.
12. Ensure compliance with regulatory (e.g. Charity Commission) requirements, including overseeing the submission of the annual accounts to Charity Commission and Companies House.
13. Maintain the Fixed Asset Register.
14. Reconcile supplier statements, resolve any discrepancies, and make BACS payments as necessary.
15. Deal with account and payment queries.
Facilities management
1. Manage the day-to-day maintenance and repair of the building and alert the CEO to any upcoming needs or projects that may need funding.
2. Manage the public areas of the building so that students and families have a pleasurable experience. This includes managing cleaning contracts, ensuring the good condition of all interiors, exteriors and furniture.
3. Manage YATI’s annual insurance policy.
4. Act as budget holder for any expenditure relating to building maintenance and repairs.
5. Manage YATI’s utility contracts including water, gas, electricity, phones, internet, fire safety, and the printer.
6. Relationship manage the external IT support provider, and ensure all digital security requirements are met. Manage all IT resources, including both hardware and software, chargers, speakers and cameras.
7. Ensure YATI’s technical equipment across all spaces is well-maintained, checked re health and safety, and replaced as needed.
8. Act as the Premise Licence holder, ensuring all Council conditions are met.
9. Act as Health and Safety lead for YATI:
10. Manage the Duty Managers to ensure that teaching spaces are clean, safe and fit for purpose at all times.
11. Ensure Duty Managers and other relevant staff are First Aid trained.
12. Lead as designated Safeguarding officer/undertaking Safeguarding training as required and contribute to YATI’s Safeguarding policy as required.
General Management
1. Ensure the efficient, effective operation and administration of YATI classes and courses.
2. Coordinate the annual timetable, scheduling both spaces and staff.
3. Ensure timely communication with staff and students regarding operational issues affecting the classes and courses programme.
4. Support the Programme & Theatre Co-Ordinator with the development of procedures and systems associated with the capture, processing, management and reporting of student-related data.
5. Ensure provision of professional and proactive support to staff, students, prospective students and visitors, ensuring that all enquiries, operational matters and student welfare issues are dealt with promptly and appropriately.
6. Manage annual teaching review procedures, ensuring that quality assurance processes are followed.
7. Ensure all evening and weekend events are well managed and fully staffed.
8. Work with the CEO to develop additional streams of commercial income through new classes & courses, hospitality opportunities, and events.
9. Support the Student Liaison & Hires Co-Ordinator to maximise space hire revenue and use of spaces.
10. Be the first point of contact for any complaints, ensuring best practice in customer service.
11. To act as Data Officer for YATI, leading on data management, policy, and GDPR.
Staff Management
1. To line manage the Programme & Theatre Co-Ordinator, Duty Managers, and all freelance teachers and assistants.
2. To lead on HR policies and procedures.
3. To manage teacher rotas, including monitoring freelance staff expenditure.
4. To manage the induction process for new teachers, assistants and staff.
5. To work with the CEO on the continual development of the staff handbook, and to monitor the review process for all YATI policies and procedures.
6. To undertake any other duties as may be reasonably required.
Qualifications, Knowledge and Experience
1. Knowledge of Sage or similar accounting software
2. Knowledge of HR management, policies and procedures
3. Awareness of the General Data Protection Regulations, particularly with reference to charities and fundraising.
4. Significant experience of creating, managing and implementing budgets and business plans that align with key objectives and strategic growth
5. Knowledge of safeguarding policies and procedures
6. Experience of working in senior management within a multi-functional arts venue
7. Knowledge of health and safety in the workplace regulations
8. Previous involvement with capital projects.
9. Experience of working in a charity environment.
10. Experience of working with young people or within a young peoples’ setting
11. Experience of setting targets, working with CRM systems, and overseeing marketing functions
Skills and Abilities
1. Ability to work efficiently on a variety of tasks, to prioritise and make good use of resources
2. Ability to drive for improvement and motivate a staff team to do the same
3. Ability and skills to appropriately handle change management, interviewing and staff issues
4. Confident and successful use of IT systems and packages, including Microsoft Office
5. Ability to maintain composure and show empathy when dealing with challenging behaviour
TERMS AND CONDITIONS
Salary: £45,000 - £50,000 per annum pro rata based on experience
Contract: Permanent, full-time or part time at 4 days per week (0.8 FTE)
HOW TO APPLY
Send an email application containing a CV and covering letter to isobel@yati.org.uk with the subject line Head of Operations. Your application should detail your experience and evidence against the above roles and responsibilities and person specification. If you’d prefer to submit an application via video or an alternate format, then we also welcome this approach.
If you would like to discuss the opportunity in more detail, please contact isobel@yati.org.uk to arrange a brief call.
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