Deputy Executive Manager

Information and application pack

Deputy Executive Manager

Permanent role

21 - 35 hours per week

Based near Coltishall, Norwich

Hybrid working available, minimum 60% office based.

Closing date: Monday 5 February 2024

Overview

This Deputy Executive Manager role primarily focuses on supporting the Executive Manager and senior leadership team to deliver the strategic priorities of Girlguiding
Anglia. The candidate will need to support the organisation’s trustee board, providing performance reports and up to date data analysis to inform decision making.

A financial background will be key for this role to enable the successful participant to support the finance manager and build resilience within the team.

The right candidate will have the opportunity to work collaboratively within a creative and forward-thinking environment, whilst also having the autonomy to complete regular tasks and projects. The job requires someone who enjoys a varied working day and thrives on managing diverse priorities and tasks positively and proactively.

When filling out the application if you feel there are some expectations you don’t have real-life experience of but instead have relevant transferrable skills that would enable you to thrive within this role, please still apply.

If you have any questions regarding this role and person specification or would like to discuss the opportunity further, please contact Bonnie Dillaway at the contact details below:

For more information contact
Amanda Bayfield vacancies@girlguiding-anglia.org.uk
01603 737357 option 1

Job description

Post: Deputy Executive Manager

Responsible to: Anglia executive committee and sub committees

Line management: Executive manager (EM)

Location: Girlguiding Anglia, region office, Great Hautbois road, Coltishall
(hybrid working available)

Hours: 21 - 35hrs (to be discussed)
Salary: Band E £34,000-£45,000 depending on experience, FTE per annum
(Pro-rated for part time)

Job purpose
In a volunteer led organisation the role of the Deputy Executive Manager is to support and lead the business of Girlguiding Anglia across the Anglia region. As a member of the Girlguiding Anglia leadership team this multifaceted role involves working closely with our trustees, finance manager, senior managers, and Executive Manager to ensure both the effective and efficient operation of the business functions.

Job summary

• To provide management support to all areas of Girlguiding Anglia including finance, Hautbois Activity Centre, retail, membership support and events.
• To provide support and deputise for the Executive Manager.
• To work with the finance manager to provide finance-based support and resilience and ensuring all statutory requirements and reporting are complied with.
• To undertake strategic analysis and data collection to assist with strategic planning.
• To work with the Executive Manager, ensuring all processes and procedures fit best practice and purpose developing them as needed.
• To be part of the senior management team

The duties will vary as the successful candidate develops the role so an ability to work flexibly and pro-actively is essential.

Line management responsibilities

These responsibilities will vary on appointment of successful candidate but will include line management of senior staff.

Main duties for the post
Strategy
Work with the Trustees and executive team to review the charity’s strategic plan and models for growth to secure sustainable and successful development.

Work with the Trustees and Executive team to review the charity’s strategic plan and models for growth to secure sustainable and successful development.

Lead the development and implementation of strategic goals, objectives, and financial plans to meet both the short term and long-term business plan aspirations.

Lead and ensure implementation of the Girlguiding Anglia priority areas.

Leadership
Provide a culture which motivates all staff to enable them to provide a high-quality service to users.
Lead key strategic projects including those bringing significant change for the charity, ensuring that risks and threats are robustly managed.
Inspire and support the team to meet targets and to understand how their contribution is vital to achieving wider strategic aims.
Financial management
Ensuring that the charity has the right management systems and structures in place to carry out its work effectively, accountably, and safely, and that professional standards are met. Taking appropriate steps to manage risk
Work with the finance manager to prepare financial documents, as required for trustees, committees, and lead volunteers

Work with the finance manager to present the annual budget for approval by the trustees, in liaison with budget holders. Deputising as required.

Liaise and monitor budgets with budget holders to interrogate data, report and offer advice on results.

Liaise with the finance manager in order to process company payroll – monthly

Work with the senior leadership team (all managers) to support accurate recording and reporting.
Liaise with the finance manager to ensure all HMRC accounts are completed in a timely fashion.
Work with the finance manager and treasurer on financial reporting statements reflecting a true and fair picture of the charity’s position.
Support the finance manager to liaise with auditors in the preparation of accounts for year-end procedures, including analysis of year end audit file for inclusion into the annual charity commission.
Prepare Girlguiding Anglia’s members impact reports.

Support the work with staff and lead volunteers undertaking large scale events such as international trips and region events, as required.

Robust Governance

Develop good working relationships and ensure systems and structures are in place for the Board of Trustees to fulfil its statutory responsibilities.
Advise the trustees and key volunteers in all aspects of leading the charity, including short term and long-term strategic planning for the financial welfare of the charity.

Data and insight

Using various reports / systems available to us look at trends to inform the future direction of the strategic plan
Implement and monitor impact measuring with our clients, partners, and stakeholders to inform the future direction of the strategic plan.

Monitor the preparation of the agenda, providing reports, and taking minutes if required of finance committee & other relevant meetings in liaison with Executive Manager.
Attend committee meetings as required, that maybe held outside of normal working hours, during the evening or occasionally at weekends
All Anglia region office staff are expected to:

Take reasonable care for the health and safety of self and others. Co-operate fully with the management of the company with regards to Health and Safety legislation to allow that duty or requirement to be carried out or complied with.
Keep confidential all matters relating to Girlguiding Anglia in accordance with current legislation, including storage and release of digital information and data.
Ensure that Girlguiding Anglia always promotes a positive professional image, evidencing Girlguiding’s values at all times.
To be an active wider team member taking on additional responsibilities where appropriate to support others and promote excellent customer service.
Manage databases and filing systems in line with internal policies and procedures.

Liaise with volunteers, staff, and external parties to contribute to effective internal and external communications.

Miscellaneous tasks which will vary according to business priorities.

Maintain awareness and knowledge of issues related to the responsibility of this post and be responsible for personal development and updating on those issues of a professional nature.
Deliver outstanding customer service internally and externally.

Ensure all work complies with best practice, GDPR and financial legislation.

Person specification

Factor Essential Desirable Method of assessment

GCSE or equivalent Maths, English, and Educated to degree level or Checking original certificates
Education ICT – Grade A to C equivalent. via application form and verified by
and references.
qualifications Computer literate with a strong working knowledge of Microsoft Office suite

Qualifications or relevant 3 years finance experience Accounting qualification (ACCA, CIMA,

AAT or other similar) either fully or part

Experience of financial forecasting and qualified reporting

Experience of data analysing

Leadership and management experience with a solid track record in a Diploma or equivalent in not-for -profit or charity sector management

Skills and experience of: Working to challenging deadlines.

Experience of managing volunteer

Able to work as part of the team and on teams own and unsupervised.

Problem solving ability.
Knowledge of basic health and safety
Setting up and maintaining manual and electronic filing systems

Ability to maintain a high level of confidentiality and discretion at all times.
People management skills

Ability to take control of a situation when necessary.

Ability to: Explain complex financial information to Via application form and verified by a range of different audiences. Demonstrate an understanding of, references. and consistently working to the values
Use a wide range of communication of Girlguiding. skills to engage an audience. Through appropriate questions and answers at interview.

Demonstrate strategic thinking analytical and logical problem-solving skills.

Demonstrate discretion and handle confidential data appropriately, in line with GDPR.

Be proactive and take the initiative.

Multitask and have good organisational skills.

Demonstrate excellent oral, written, and presenting communication skills.
Work as a team member as well as using own initiative to achieve deadlines.

Knowledge/ Excel skills. Business partnering experience’. Via application form and verified by
experience of: references.

Knowledge of payroll processing. Preparing members impact reports.
Through appropriate questions and
Knowledge of data and finance answers at interview.
reporting.

Committed *Joint working to achieve the overall Strong positive focus on outstanding Via application forms and verified by
to: aims of Girlguiding Anglia. customer care. references*

• Supervision and appraisal. Promoting Girlguiding Anglia and our Through appropriate questions and services at all times. answers at interview
• Leading team meetings and reflective discussions.

Additional Ability to drive and have access to a Through appropriate questions andrequirements: car. answers at interviewSight of a valid current driving license.Application form **

Role applied for: ______________________________

Personal details

First name(s)

Surname (family name)

Home Address

(including postcode)

Contact details

Phone

Email

Declaration by applicant
I confirm that the information in this application form is correct. I understand that any false information or deliberate omissions which may impact upon or affect my ability to perform this role will disqualify me from employment or may render me liable for dismissal.

I agree that the information I have supplied can be stored digitally or held manually following UK General Data Protection Regulations.

I consent to Girlguiding Anglia (and their professional advisers) using and keeping information I have provided on this application form or elsewhere as part of the recruitment process and/or personal information supplied by third parties such as referees, relating to my application or future employment. The privacy notice can be viewed on Girlguiding
Anglia’s website.

I understand that the information provided will be used to decide my suitability for employment and if successful the information will be used to form my personnel record and will be retained for the duration of my employment. If I am not successful, I understand that Girlguiding Anglia will retain my information for up to 6 months after which time it will be destroyed.

By submitting my application, I consent to all of the above.

Employment History
Starting with your present or most recent job, please give a summary of all employment, including any freelance and relevant unpaid/voluntary work. Please continue on another sheet if needed.

Present employment

Name and address of employer:

Dates of employment:

Job title:

Brief details of your responsibilities:

Notice required in current position:

Employment history

Name and address of employer:

Dates of employment:

Job title:

Brief details of your responsibilities:

Name and address of employer:

Dates of employment:

Job title:

Brief details of your responsibilities:

Qualifications and training
Starting with the most recent, please give details of your education, qualifications and training relevant to this application.

Name of educational institution Qualifications obtained including grades,
Dates or training provider and/or training relevant to the application

Please note, should you be offered employment we may ask you to provide evidence of relevant qualifications.

Skills, abilities, and experience
Using the job description and person specification please outline the skills, experience, and knowledge you have to deliver this role.

Final statement
Why would you like us to consider you for this role?

References
Please give the full details of two referees, including your present employer where applicable. Personal or academic referees should be given only when there is no previous employer to which reference can be made.

Reference 1
Name

Position

Telephone

Email

Relationship to you

Can references be taken up before the interview? Yes / No

Reference 2
Name

Position

Telephone

Email

Relationship to you

Can references be taken up before the interview? Yes / No

Other
Please tell us where you saw the role advertised

UK work restrictions

Are there any restrictions on you taking up employment in the UK? Yes / No

Do you need a work permit to take up employment in the UK? Yes / No

Return your application by:
Email to: vacancies@girlguiding-anglia.org.uk
Or by post, marked private and confidential to:
Vacancies at Girlguiding Anglia. 7 Great Hautbois Road, Coltishall, Norwich. NR12 7JN

Closing date for applications: 9am Monday 5 February 2024.
Should you not receive an acknowledgement within 24 working hours of sending your application please contact us at 01603 737 357 (option 1).

Equality and diversity monitoring
Girlguiding Anglia wants to meet the aims and commitments set out in its equality policy. This includes not discriminating under the Equality Act 2010 and building an accurate picture of the make-up of the workforce and role applicants in encouraging equality and diversity.

The organisation needs your help and cooperation to enable it to do this however
filling in this form is optional and completing / not completing it will not affect your application.

Gender Man ☐ Woman ☐ Intersex ☐ Non-binary ☐ Prefer not to say ☐
If you prefer to use your own term, please specify here:

❖❖❖

Are you married or in a civil partnership? Yes ☐ No ☐ Prefer not to say ☐

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Age 16-24 ☐ 25-29 ☐ 30-34 ☐ 35-39 ☐ 40-44 ☐ 45-49 ☐
50-54 ☐ 55-59 ☐ 60-64 ☐ 65+ ☐ Prefer not to say ☐

❖❖❖

What is your ethnicity?
Ethnic origin is not about nationality, place of birth or citizenship. It is about the group to which you perceive you belong. Please tick the appropriate box:

White
British ☐ English ☐ Welsh ☐ Scottish ☐ Northern Irish ☐ Irish ☐
Gypsy or Irish Traveller British ☐ Prefer not to say British ☐

Other white background:

Mixed/multiple ethnic groups
White and Black Caribbean ☐ White and Black African ☐ White and Asian ☐
Prefer not to say ☐ Other mixed background:

Asian/Asian British
Indian ☐ Pakistani ☐ Bangladeshi ☐ Chinese ☐ Prefer not to say ☐
Other Asian background:

Black/ African/ Caribbean/ Black British
African ☐ Caribbean ☐ Prefer not to say ☐
Other Black/African/Caribbean background:

Another ethnic group

Arab ☐ Prefer not to say ☐
Other ethnic group:

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Do you consider yourself to have a disability or health condition?
Yes ☐ No ☐ Prefer not to say ☐

The information in this form is for monitoring purposes only. If you believe you need a reasonable adjustment, then please discuss this with the manager running the recruitment process.

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What is your sexual orientation?
Heterosexual ☐ Gay ☐ Lesbian ☐ Bisexual ☐
Prefer not to say ☐
If you prefer to use your own term, please specify here:

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What is your religion or belief?
No religion or belief ☐ Buddhist ☐ Christian ☐ Hindu ☐
Jewish ☐ Muslim ☐ Sikh ☐ Prefer not to say ☐
If other religion or belief, please specify:

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Thank you for completing our monitoring form.

Job Types: Full-time, Permanent

Salary: £34,000.00-£45,000.00 per year

Benefits:

• Company pension
• Flexitime
• Free parking
• On-site parking
• Paid volunteer time
• Sick pay
• Work from home

Schedule:

• Monday to Friday
• Weekend availability

Work Location: Hybrid remote in Coltishall, NR12 7JN