Operations Manager

Operations Manager, 30 hrs/week

Key responsibilities:

• Manage and be accountable for all The Physics Room’s financial systems and processes

• Assist the Director in liaising with service providers and monitoring contracts to ensure quality of service

• Regular entry of financial transactions into the current accounting system including reconciliations with the bank statements

• Ensure that all creditors are paid on time and that all payments have been correctly approved and allocated to the appropriate cost centre before payment

• Maintain the payroll system ensuring that all staff are paid on time and that the leave register is up to date

• Prepare and process PAYE and GST returns as required ensuring that all payments are remitted to the IRD by their due dates

• Prepare and monitor payment of invoices as required to local authorities for approved grants

• Prepare monthly financial reports for the Board highlighting any variances from the budget

• Assist the Director in preparing the financial detail for various funding applications and sponsorships

• Prepare quarterly financial reports and compile data for the annual audit

• Ensure that The Physics Room operates within agreed budgets and financial objectives established with The Physics Room board

• Ensure The Physics Room has in place effective financial management strategies and systems

• Protect the assets of the organisation by ensuring that sound financial controls are in place and that the reporting procedures to The Physics Room board are met

• Continue to research and identify appropriate accounting and administration procedures for a not-for-profit organisation

• Maintain and develop membership and patronage programmes

• Communications and customer service skills, experience with Microsoft Office applications

• Provide comprehensive forecasting reports. Modify and streamline forecasting system as and when necessary in liaison with the Director

• Manage all aspects of the day-to-day running of The Physics Room

• Manage the communication database