Finance and Operations Manager

Ad Infinitum is looking for a proactive and enthusiastic individual to join their team as Finance and Operations Manager. This is an exciting opportunity to play a pivotal role in the financial, administrative and operational management of the charity as it continues to evolve.

Key Information About The Role

Salary: £33k - £36k per annum, dependent on experience (£19,800 - £21,600 pro rata).

Contract type: Permanent.

Pension: NEST pension, employer contributions 3% of salary.

Hours of work: 3 days a week (0.6 FTE) (the organisation’s working hours are 09:30 - 17:30 but we offer flexible working hours and are open to conversations about how the hours could be split across the week).

Place of work: Work from home. Ad Infinitum is based in Bristol and does not currently have a physical office. Attendance at meetings in central Bristol is likely to be required at least once a month, but we can be flexible with this and are happy to discuss it with the candidate.

Access: We are committed to creating a more diverse and representative arts sector and will work to provide access support or arrangements that are required for you to undertake this role effectively.

Annual Leave: 18 days (22 days plus 8 bank holidays pro rata, increasing to 23 days after 2 years and 24 days after 4 years).

Training: The role will include opportunities for training and development.

The main areas of the role are:

• Finance and bookkeeping (using Quickbooks software).
• Charity administration.
• HR.

We’re looking for someone who:

• Is detail-oriented, efficient and organised.
• Enjoys working as part of a small, friendly core team.
• Is self-motivated and happy with working from home.

We actively encourage people whose backgrounds, lived experience and skills are underrepresented in the sector to join us and positively impact our working practice. Any candidate who self-identifies as Deaf, deaf, hard-of-hearing, disabled, neurodiverse, and/or from the Global Majority and meets the essential criteria is guaranteed an interview as these individuals are under-represented in our current workforce.

Purpose of the role

To lead the organisation’s day-to-day operations ensuring efficient and effective company management. You’ll be responsible for managing and developing administrative and financial systems and will ensure that Ad Infinitum operates with best practice in financial management, administration, HR and organisational policies, and charity governance. You will collaborate with the Ad Infinitum core team, freelancers, partners and our board of trustees to ensure clear communication, excellent organisation and the smooth running of the company.

The role includes, but is not limited to, the following tasks:

Financial Management

• Be responsible for and run the organisation’s bookkeeping and financial management processes on Quickbooks including processing all invoices and expenses; reconciling the bank account; issuing invoices; and making all bank payments.
• Produce and manage the organisational cash flow, project cash flows and management accounts.
• Be responsible for and run payroll monthly.
• Compile and submit VAT returns quarterly.
• Calculate and review Theatre Tax Relief (TTR) estimates quarterly and create TTR claims annually, for submission by our accountant.
• Support the Executive Director with managing the company and project budgets and financial reporting to the board and funders.
• Be the main contact for HMRC for any queries.
• Maintain the company’s bank account and be the main contact for the bank.
• Work with the organisation’s Accountant and trustees to support the production of Annual Accounts.

Administration

• Oversee the day-to-day administration of the company to promote smooth business operations.
• Ensure that appropriate insurance cover is maintained, and manage any claims as they arise.
• Be the main point of contact for general enquiries to the organisation.
• Be responsible for the management, access and security of systems across the organisation including Slack and Google Workspace.
• Be the main data contact for GDPR purposes and ensure we are up-to-date with GDPR requirements.
• Manage ongoing subscriptions and contracts including storage, Zoom, ITC etc.

HR

• Lead on induction processes for new staff and maintain the Company Handbook
• Create and update staff contracts and manage any parental leave or other HR related processes as required.
• Create, implement and review all policies and procedures for the organisation.
• Manage HR procedures including leave for staff.

Charity Administration

• Circulate board papers, arrange board meetings, and attend and minute quarterly meetings and the AGM
• Maintain board records including the conflict of interest register.
• Organise access requirements and logistics for board meetings.
• Be the main point of contact for the Charity Commission and ensure the online register is kept up-to-date.

Other

• Attend team meetings, in-person where possible.
• Adhere to, and actively implement Ad Infinitum’s policies, including equalities (diversity, access and equal opportunities), data protection, environmental, and health and safety.

About AD INFINITUM

Ad Infinitum is a LGBTQIA+, working class and global majority-led theatre company based in Bristol. We embrace difference through collaboration, enabling a more representative theatre culture to exist by placing those minoritised by society at the heart of our work.

Our wide-reaching programme includes creating new theatre productions with national and international collaborators; supporting diverse and underrepresented creatives through our Artist Development Programme; touring critically acclaimed productions from our portfolio; and delivering inspiring Learning and Engagement activities with children and young people.

Founded in 2007, Ad Infinitum is led by Nir Paldi and George Mann (Co-Artistic Directors/Founders). Polly Davis (Executive Director), Emma Macnair (General Manager), and Mia Lake (Producer) complete our core team. We work with our diverse family of collaborators based in Bristol, the UK and internationally to develop, create and perform our creative projects. Our board of trustees includes experts from across the cultural, corporate and charity sectors and is led by Chair, Lauren Clancy, Freelance Executive Director; and our pro bono board network provides the organisation with legal, strategic and branding support and access to extensive networks.

Ad Infinitum is an Arts Council England National Portfolio Organisation for 2023-27 and we are recipients of Imagination funding from Bristol City Council as part of the Cultural Investment Programme.