JOB DESCRIPTION
Job Description – Head of Finance and
Operations
Job Title:
Responsible to:
Responsible for:
Head of Finance and Operations
The Chief Executive
The Finance Team
Senior Finance Officer
Finance and Resources Officer
Support Services
IT and Communications Officer
Communications and Admin Support
Asst. Communications and Admin Support
About Kent Wildlife Trust
Kent Wildlife Trust (KWT) is among the largest of the 47 Wildlife Trusts, which together
make up the Wildlife Trusts Partnership. We are supported and governed by our 31,000
members, and have the simple aim of protecting Kent’s wildlife for the future. To this end,
we own or manage 69 nature reserves covering over 3,500ha; we campaign and lobby
politicians, decision makers and landowners to ensure site protection and good habitat
management; and we run a full programme of education work with schools, colleges and
adult groups. The Trust also has four Visitor Centres and other premises in the county.
The Trust operates from its headquarters at Tyland Barn, just north of Maidstone. Our
professional and support staff work within five sections of Reserves, Conservation and
Policy, People Engagement, Marketing and Membership, Admin and Finance. In 2017 the
Trust will have a turnover of around £4.5m and is likely to increase thereafter.
Visit our website to see the range of our activities – www.kentwildlife.org.uk.
About the post
This post has one crucial role, to ensure the Trust functions securely and efficiently
supported by robust, resilient systems and wholly in control of the resources needed to
deliver its charitable objects and monitor the long-term financial viability of the Trust.
This vacancy arises as the result of the impending retirement of the present incumbent. It
will contribute to leading change in the systems of the organisation developing a
transparent and timely data-led culture.
The Head of Finance and Operations will be part of the senior management team
developing business strategy with the Chief Executive and the Board of Trustees, be
responsible for developing, implementing and monitoring the financial performance of the
Trust and its trading subsidiary supported by effective and timely management information,
JOB DESCRIPTION
together with operational responsibility for compliance, quality, resilience and risk
management, and financial monitoring as well as delivery of the Trust’s IT, vehicle,
procurement and buildings portfolios. S/he will lead the Support Services and Finance
team providing finance, operations and IT services to the Trust. Key operational
collaborations will include the Head of Bid Development and Project Administration
Manager, the Business Manager (Visitor Services) and the HR and payroll development
function. This is a hands-on role developing systems, budgets, reporting on progress
against budget and preparing year-end accounts.
The successful candidate will be commercially savvy, an accomplished negotiator, with a
proven track record in excellent operational and people management gained in a
successful charity or SME at senior level, delivering efficiencies and increasing
effectiveness.
1
Principal Duties
Leadership and Management

Act as a key member of the Senior Management Team (SMT), working with and alongside
colleagues on the strategic and corporate leadership of Kent Wildlife Trust, ensuring the
long-term financial viability and efficient running of the Trust.

Apply a strong commercial approach to strengthen the financial element of the Trust’s
business strategy. Working with the Chief Executive, SMT and Board assist in the
planning process and plan organisational development to support the wider strategies.

Provide strong guidance and support to the Chief Executive and through him the Trustees
to ensure the Trust is an efficient and effective organisation, well financed, well governed
and well managed through the provision of the right infrastructure and support services
required to deliver the Trust’s strategic aims and objectives.

Lead, develop and manage the Support Services team, ensuring that they operate
efficiently and are focused upon meeting the needs of the Trust.

Proactively engage with services and initiatives led by the Wildlife Trust movement in the
UK.
Financial Management
To take the lead on behalf of the CE of the financial management of the Trust

Produce a timely and balanced annual budget with a rolling three-year horizon.

Manage the banking strategy, ensuring effective cash flow management and full
compliance with relevant regulations.

Work closely with the Chief Executive and Heads of Marketing and PE (managing the
major income streams) to support the Honorary Treasurer, Chair of Audit Committee and
the KWT Council to develop and implement sound financial strategy, including cash
management and the Trust’s financial Policies and Procedures.

Work with the SMT to develop and monitor five year Trust strategies with cost and income
projections.

Oversee the implementation and maintenance of proper and effective accounting records
in accordance with SORP, Charity Commission, Companies House reporting and other
requirements.

Prepare of the Trust’s budget and monthly financial/management accounts in an accurate,
comprehensive and timely manner.
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JOB DESCRIPTION

Support the Hon Treasurer to give the Trustees oversight of the Trust’s investments.

Lead the finance team to ensure that systems are manged securely and efficiently and
supported by effective accounting software that is fit for purpose. Ensure that efficient and
secure financial systems, fully documented, are deployed throughout the organisation.

Lead in the provision of information to the Trust’s external auditors, liaising with them on
the annual audit and production of the Annual Accounts.

Lead and advise on VAT management issues, in association with the Trust’s advisers.

Ensure that all processes and systems are fully documented.
Management Information

Ensure that the SMT and Chief Executive each receive regular, adequate and prompt
management accounts which monitor progress against the annual budget.

Provide information, advice and support to all budget holders in accordance with the
Trust’s Business Plan enabling them to engage in financial planning, prepare budgets and
monitor performance against budgets.

Work with the Head of Bid Development and Project Administration to ensure that projects
can be properly costed and financial reporting for projects is timely and meets funders’
needs.

Prepare and present regular financial monitoring and control reports at relevant Committee
and Council meetings to enable strategic decisions over the financial affairs of the Trust to
be made by the Board of Trustees.

Work with SMT to produce regular forecasting reports to enable the organisation to plan
and adapt to changes throughout the year.
Trust Governance

Provide organisational support to the Chief Executive ensuring that operational decisions of
KWT Council are implemented and that appropriate mandates are in place.

With the Chief Executive, ensure that the Trust’s governance arrangements reflect best
Charity practice and contribute to the efficient running of the organisation with informed,
trained and accountable Trustees.

Ensure that the Trust meets all its statutory obligations, including for example returns to
Companies House, VAT, Charities Commission, HMRC, obligations under the Bribery Act
2010, employment legislation, insurance requirements, etc; and keep the Chief Executive,
Honorary Officers and SMT advised of changes in Charity law and other relevant
legislation and practice.
Facilities and Operations Management

To ensure that Trust offices, other physical accommodation, buildings, associated
equipment and comms and IT infrastructure are strategically planned, fit for purpose and
managed effectively to meet the organisation’s strategic needs.

Manage the Trust’s insurance arrangements.

Responsibility for the intruder alarm at Tyland Barn with overall responsibility for security of
the physical accommodation, buildings, equipment and cyber-security of the Trust.

To ensure that buildings and associated equipment are renewed and maintained to a
planned programme.
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JOB DESCRIPTION

To manage and finance the Trust’s vehicle fleet and develop appropriate financing
arrangements.

To prepare, regularly test and review disaster recovery and risk management
arrangements and report to the Trustees.

Work with HoM to ensure that data protection and data security are accorded a high priority
throughout the organisation’s systems.

To ensure that policies and systems are in place to support the routine operation of the
organisation including Facilities Management, Finance, Human Resources, IT and Health
& Safety including the development of internal communications through an intranet.

Develop document management and archiving systems to support activities throughout the
organisation.
Commercial Management

Support colleagues in ensuring that documentation is maintained to support and protect
the commercial activities of the trust KWT/KWE namely appropriate pro-forma contracts,
regularly reviewed pricing tariffs, management of VAT.

Provide accounting, budgeting, reporting and year-end support to the Trust’s traiding
subsidiary Kent Wildlife Enterprises.
Other

Actively support the Trust’s One Planet policy

To carry out all other such duties as may from time to time be determined by the Chief
Executive.
Finally, it is anticipated that the post-holder will lead the HR team, see below,
but for the present HR will remain in the Executive Team working to the CE.
HR and Payroll
Manage a proposed move of the Executive Office team comprising HR, Payroll, Internal Comms
and Assistant to the CE to be led and managed by this post.

Take the lead in ensuring the Health and Safety and Wellbeing of staff, volunteers and
visitors, developing robust Health and Safety and Wellbeing policies and ensure that the
Strategic Leads, and other staff, are trained to implement and maintain these policies.

Work closely with the HR Lead for the Executive Office Team to ensure that all HR policies
are continually maintained and implemented across the Trust and, in the short term, to put
in place a key set of development initiatives, namely:


Revise the HR and payroll processes

Review the staff and trustee diversity policies and their realisation

Review the arrangements for recruitment, training and induction
Supervise the Trust’s Company Secretarial and Governance needs on behalf of the
Honorary Secretary to the Board of Trustees.
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JOB DESCRIPTION
2
Skills, Knowledge & Experience
The successful applicant should have a recognised accounting qualification together with
considerable experience of accounts and accounting software, and general office management,
and will have a proven track record in managing staff and developing teamwork. He/she must be
organised and systematic. The successful applicant will be mature and dependable, able to carry
out tasks independently, and be able to deal confidently with suppliers, customers and members of
the public by ‘phone or face to face and willingly support the work of colleagues throughout the
Trust.
Essential
Qualified Accountant (or working towards and qualified by
experience) able to take accounts to Year End
Demonstrable experience of managing the annual audit and
preparing statutory accounts for an organisation of comparable
scale and complexity to KWT
Demonstrable experience of successfully leading and managing a
comparable finance and operations team
Experience of working at a senior level in an SME or charity
High level of technical knowledge of accounting standards
Knowledge of Access accounting software or similar accounting
software and adept at using the technology to produce prompt and
comprehensive financial reports.
Excellent presentation, reporting and communication skills, able to
distil complex information and offer strategic insight and robust
challenge to colleagues across the Trust
Excellent spreadsheet and word processing skills in the context of
creating financial reports
Understanding of business operations within the charity sector
Strong knowledge of HR and Finance policies, procedures and
best practise with experience of applying them in a charitable
organisation with significant budgets and complex grant-funded
programmes
Practical experience of charity accounting requirements
Practical experience of project accounting and project
management
A sound knowledge of VAT and charities
While knowledge of wildlife conservation is not important,
sympathy with the overall aims of the Trust is. Common sense,
flexibility, good team skills and a determination to achieve high
standards are the key to success in this challenging role.
Desirable
*
*
*
*
*
*
*
*
*
*
*
*
*
The Finance Act 2010 introduced a new requirement that the ‘managers’ of any charity entitled to
UK charity tax reliefs must be ‘fit and proper persons’. The fit and proper persons test is a statutory
requirement and should be applied to Trustees of Charities, Directors of corporate charities and
other persons having general control over the running of the charity or the application of its assets.
The postholder will be required to sign a Fit and Proper Persons declaration on appointment and
confirm that they will inform the Hon. Treasurer if circumstances should change.
3
Other Considerations
1.
2.
3.
4.
5.
The post is advertised as a full time post but flexible arrangements may be considered.
The post is offered on a permanent basis.
Notice period: 3 months
Appointment will be subject to a six month probationary period.
No person shall be treated less favourably than another on the grounds of sex, sexual
orientation, marital status, race, ethnic or national origin, religion, colour, age or disability.
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JOB DESCRIPTION
6. As an equal opportunities employer, applicants for staff vacancies shall be shortlisted for
interview and appointed purely on the grounds of their suitability for the post as laid out in
the advertised job description.
7. The Trust operates a no smoking policy.
4
Employment Package
All posts within the Trust operate within pay bands; the relevant band for the Head of Finance
and Operations is Points 28-40, currently £37,168 to £47,093, with annual increments of circa
£800. The point on the scale at which applicants start will depend on skills and experience.
Finances permitting, these bands are updated once a year to allow for the rate of inflation.
Incremental rises also happen annually depending on performance and available finances.
Normal working hours are 37½ hours a week. Office hours are 9.00 until 5.30 (including an
hour for lunch), although the job will involve some evening and weekend working. Overtime is
not paid, but time may be taken off in lieu. The holiday allowance is 23 days a year plus
statutory holidays. After 3 months in post, staff are eligible to join the Trust’s pension scheme the Trust will contribute 9% of gross salary provided the employee contributes a minimum of
4%.
5
Procedure For Applicants
Applications
Applicants should read the Guidance Notes very carefully before completing the application
form - clearly, and in black pen please (for copying purposes). Please DO NOT include your
CV.
If you wish to discuss this post, please telephone John Bennett, the Chief Executive, on 01622
662012.
The closing date for applications is Monday 3rd July 2017
Interviews
Interviews will be held at the Trust offices at Tyland Barn on Friday 14th July 2017. After the
interview, candidates will be given a tour of the offices and the opportunity to meet other staff.
If necessary, candidates may be called for a second interview on Friday 21st July 2017.
Candidates selected for interview will be informed by Friday 7th July 2017.
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JOB DESCRIPTION
RECRUITMENT OF EX-OFFENDERS
POLICY STATEMENT
As an organisation assessing applicants’ suitability for positions which are included in the
Rehabilitation of Offenders Act 1974 (Exceptions) Order using criminal record checks
processed through the Disclosure and Barring Service (DBS), Kent Wildlife Trust complies
fully with the Code of Practice and undertakes to treat all applicants for positions fairly. It
undertakes not to discriminate unfairly against any subject of a DBS check on the basis of a
conviction or other information revealed.
Kent Wildlife Trust can only ask an individual to provide details of convictions and cautions
that Kent Wildlife Trust are legally entitled to know about. Where a DBS certificate at either
standard or enhanced level can legally be requested (where the position is one that is included
in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 as amended) and where
appropriate Police Act Regulations (as amended), Kent Wildlife Trust can only ask an
individual about convictions and cautions that are not protected.
Kent Wildlife Trust is committed to the fair treatment of its staff, potential staff or users of its
services, regardless of race, gender, religion, sexual orientation, responsibilities for
dependants, age, physical/mental disability or offending background.
Kent Wildlife Trust has a written policy on the recruitment of ex-offenders, which is made
available to all DBS applicants at the outset of the recruitment process.
Kent Wildlife Trust actively promotes equality of opportunity for all with the right mix of talent,
skills and potential and welcome applications from a wide range of candidates, including those
with criminal records.
Kent Wildlife Trust select all candidates for interview based on their skills, qualifications and
experience.
An application for a criminal record check is only submitted to DBS after a thorough risk
assessment has indicated that one is both proportionate and relevant to the position
concerned. For those positions where a criminal record check is identified as necessary, all
application forms, job adverts and recruitment briefs will contain a statement that an
application for a DBS certificate will be submitted in the event of the individual being offered
the position.
Kent Wildlife Trust ensures that all those in Kent Wildlife Trust who are involved in the
recruitment process have been suitably trained to identify and assess the relevance.
All applicants are asked to declare on the application form details of any unspent criminal
offences in accordance with the Rehabilitation of Offenders Act (Exceptions) Order 1975
and/or (Northern Ireland) 1979. Where a Disclosure is to form part of the recruitment process,
we invite applicants called for interview to provide written details of their criminal record.
Unless the nature of the position allows KWT to ask about their entire criminal record, we only
ask about “unspent” convictions as defined in the Rehabilitation of Offenders Act 1974. We
request that this information is sent under separate, confidential cover, to a designated person
within KWT and we guarantee that this information will only be seen by those who need to see
it as part of the recruitment process. Failure by the applicant to reveal information that is
directly relevant to the position sought could lead to withdrawal of an offer of employment.
We will ensure that an open and measured discussion takes place with the candidate, either
at interview or in a separate discussion, on the subject of any offences revealed that might be
relevant to the position.
Kent Wildlife Trust will ensure that all those who are involved in the recruitment process have
been suitably trained to identify and assess the relevance and circumstances of offences. We
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JOB DESCRIPTION
will also ensure that they have received appropriate guidance and training in the relevant
legislation relating to the employment of ex-offenders.
Protecting Wildlife for the Future
The person seeking the position will be given an opportunity to discuss any relevant
matter revealed in a Disclosure before withdrawal of a conditional offer of employment.
Having a criminal record will not necessarily bar you from working with us. This will
depend on the nature of the position and the circumstances and background of your
offences.
Kent Wildlife Trust
November 2014
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JOB DESCRIPTION
MANAGEMENT OF DISCLOSURE INFORMATION
POLICY STATEMENT
As an organisation using the Disclosure and Barring Service to help assess the suitability of
applicants for positions of trust, Kent Wildlife Trust complies fully with the DBS Code of
Practice*, its obligations under the Data Protection Act and any other relevant legislation
pertaining to the safe handling, use, storage, retention and disposal of Disclosures and
Disclosure information. Therefore, this policy provides the framework to ensure the correct
management of such information and is made available to all applicants for a position where a
Disclosure will be required, and on request, to others who wish to view it.
HANDLING
Applications to the DBS for a Disclosure will be made only with the express agreement of the
individual concerned and signed by the applicant. The applicant will be given an opportunity to
discuss any matters revealed by the Disclosure with Kent Wildlife Trust before a final
appointment is made.
Kent Wildlife Trust recognises that it is a criminal offence to pass Disclosure information to
anyone who is not entitled to receive it. Therefore, in accordance with section 124 of the
Police Act 1997, Disclosure information is only passed to those who are authorised to receive
it in the course of their duties and a record is maintained of all those to whom the information
has been revealed. (This record will be made available, on request, to the individual to whom it
relates, along with the reasons why the information has been disclosed). Office-based staff
are reminded annually of the need to treat this material as highly confidential.
USAGE
Disclosure information is only used for the specific purpose for which it was requested and for
which the applicant’s full consent has been given.
STORAGE AND ACCESS
When Disclosure information is released to Kent Wildlife Trust, whilst in the Trust’s
possession it is never placed on an applicant’s personnel file but is always stored separately
and securely, in a lockable, non-portable, storage container with access strictly controlled and
limited to those who are entitled to see it as part of their duties.
RETENTION
Once a recruitment (or other relevant) decision has been made, Kent Wildlife Trust will not
keep any photocopy, other image or any representation of the contents of the Disclosure.
However, the Trust may keep a record of the Disclosure issue date, the name of the subject,
the type of Disclosure requested, the position for which the Disclosure was requested, the
unique reference number of the Disclosure and the details of the recruitment decision taken.
The Disclosure information is stored securely, in lockable, non-portable, storage containers
with strictly controlled access and retained for a maximum period of six months, to allow for
the consideration and resolution of any disputes or complaints. If, in very exceptional
circumstances, it is considered necessary to keep Disclosure information for longer than six
months, Kent Wildlife Trust will give full consideration to its obligations and responsibilities
with regard to the data protection and human rights of the Disclosure subject before doing so.
Throughout any extended retention time, the usual conditions regarding safe storage and
strictly controlled access will prevail.
DISPOSAL
Once the retention period has elapsed, Kent Wildlife Trust will ensure that any Disclosure
information is immediately destroyed by secure means, ie by shredding, pulping or burning.
While awaiting destruction, Disclosure information will not be kept in any insecure receptacle,
it will be kept in a lockable, non-portable storage container.
Kent Wildlife Trust
November 2014
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