FINANCE MANAGER (PART-TIME / FREELANCE)Headlong is one of the most ambitious and exciting theatre companies in the world. We make bold, innovative productions with some of the UK’s most talented artists. We take these industry leading, award winning shows around the country and beyond, in theatre and online, attracting new audiences of all ages and backgrounds.

Our electrifying shows have been seen by hundreds of thousands of people, and in the past couple of months we have toured Jeremy Herrin’s double Olivier award-winning People, Places & Things across the UK (**** Sunday Times), opened Labour of Love, starring Martin Freeman and Tamsin Greig, in the West End (**** The Guardian) and presented our critically acclaimed The House They Grew Up In at Chichester Festival Theatre (**** The Times). Later this month People, Places and Things will open at St. Anns Warehouse in New York and early 2018 will see us present a UK tour of the universally acclaimed This House to No.1 venues around the country.

We are also delivering several new initiatives including Headlong Futures – an outreach programme designed to create dialogue between divided communities – and a virtual reality project. To add to this we’ll be developing a series of commissions, adaptations and collaborations with some of the most exciting artists in British theatre.

The Finance Manager is a pivotal role at Headlong, and the successful candidate will work with the Executive Director to oversee, control and report on Headlong’s finances. Headlong prides itself on being dynamic and fleet of foot and so, naturally, we enable flexible working whenever we can. For this role, we are open to a discussion about the hours and amount of time spent in the office that will be required, up to a maximum budget of £25,000 p/annum + pension contribution.

We particularly encourage applications from Black, Asian and minority ethnic candidates.

JOB DESCRIPTION

Title: Finance Manager

Responsible to: Executive Director

Salary: Between £42,000 and £55,000 per annum pro-rata, dependent on experience. Or commensurate freelance fee.

Hours: Negotiable

Holiday: 25 days per annum plus statutory holidays (pro-rata)

Notice period: 3 months

Probation period: 6 months

TASKS & RESPONSIBILITIESMONTHLY AND ANNUAL ACCOUNTS Working with the Executive Director to prepare Headlong’s Annual Budget,

incorporating income and expenditure from productions, grants and fundraising, salaries, administration and overheads

Producing timely monthly management accounts, including notes on variances to the budget

Attending the Finance and General Purposes Committee to report on budgets Working with the Office Manager and Producers to create revised monthly forecasts. Liaising with the Producing and Finance Departments of co-producers to calculate

expenditure against monthly management and production budgets. Preparing monthly bank and control account reconciliations Preparing accounts for audit and producing draft accounts for the Headlong Board.

Liaising with auditors and finalisation of accounts. Working with the auditors to achieve and deliver the required SORPs.

BOOK-KEEPING Oversee financial controls, creating financial controls matrix and ensuring this is

complied with and improved Maintaining financial records on Sage and Excel Recording, coding, and banking all cash receipts, cheques and other deposits Managing the purchase ledger including processing of invoices, dealing with invoice

queries, monitoring payment terms and maintaining appropriate records in a timely, accurate and efficient way

Raising payments for services/products received, posting details of payments along with budget codes on the accounting system and filing all paperwork in appropriate files

Preparing appropriate documentation for and carrying out banking transactions and bank reconciliations

Carrying out all necessary bookkeeping, maintenance of the Fixed Asset register, accurately recording and posting journal entries.

Checking Debtor and Creditor reports on a monthly basis Carrying out credit control and debt recovery on a monthly basis

Maintaining all nominal codes and ensuring all staff are kept up to date with code changes

Maintaining and reconciling unrestricted and restricted income according to donation records and company policy

Reconciling statements with suppliers Work together with the Office Manager in maintaining petty cash floats, production

floats and in reconciling vouchers and cash Prepare and input monthly journals Prepare annual audit pack and other information as required by auditors Maintaining filing systems and statutory finance archive

PAYROLL Ensuring that the weekly/monthly payroll is processed and checked by the Office

Manager Preparing monthly and annual HM Revenue and Customs returns and liaising with

HMRC where necessary to ensure fulfilment of statutory responsibility Keeping up to date with legislation which will affect payroll Administering Headlong’s pension scheme Ensuring correct treatment of employees/freelancers reflecting correct taxation Undertaking FEU applications and returns Administering maternity, sickness and other schemes according to company and

statutory policy

TOURING Checking and reconciliation of box office returns, reports and ticket office income

including checking correct treatment of VAT, credit card and agent’s commissions Checking and reconciliation of royalty payments Managing venue contra accounts in conjunction with the Executive Director Checking and reconciliation of merchandise and programme income and expenditure

VAT Preparing the quarterly VAT return Dealing with HM Revenue and Customs on all VAT issues and inspections, and

keeping up to date with VAT legislation

CASH MANAGEMENT AND REPORTING Updating cash flow on a monthly basis and producing forward cash flows Monitoring

and managing receipts and payments to best maintain cash flow Monitoring interest rates and bank charges to best manage available resources

GENERAL Providing accurate information for budget holders including expenditure against

budget Providing the Executive Director with all required financial information for ACE and

other funders including assisting with the completion of the annual RFO survey Keeping abreast of all statutory financial requirements in terms of company and

charity law and provide overall financial advice to the Executive Director and other staff

Providing information to support grant applications and fundraising proposals Filing accounts with Companies House and the Charity Commission Dealing with internal and external enquiries regarding financial administration and

policy

Undertaking all activities in accordance with company policy, statutory requirements and good practice.

Undertaking any other duties as agreed with the Executive Director as are appropriate to the post.

PERSON SPECIFICATIONESSENTIAL Proven track record as a successful finance professional, with demonstrable

experience of management accounts, Charities SORP, VAT Accounting, cashflow and year end accounts

AAT-level qualification, or at least three years finance experience. Substantial experience of working with multiple partners and stakeholders on a

complex entertainment production budget. Demonstrable skills in risk analysis and forecasting Strong communication skills, with the ability to identify and deliver innovative and

effective ways of communicating financial information. Comfortable at dealing with stakeholders at Board/Partner level Experience of providing strategic financial advice to senior managers Experience with development or implementation of finance systems,

sending/receiving invoices, cash handling Working knowledge of statutory payroll Exceptional organisational and administrative skills Excellent attention to detail Disciplined and self-motivated Fully IT competent, in particular Microsoft Office and Sage (or similar)

DESIRABLE Knowledge of theatre budgets and operations Experience of strategic and business planning and leading budgeting processes Working knowledge of box office systems (such as Spektrix) Working knowledge of Theatre Tax Relief

APPLICATION PROCESSApplications should be made by submitting a letter explaining in no more than two sides of A4 what attracts you to this position and evidence of your ability to meet the criteria outlined in the Person Specification.

In addition, please include:

A CV A completed Additional Information form A completed Equal Opportunities Monitoring form

Applications should be emailed to jobs@headlong.co.uk by Monday 30 October, 9am

The recruitment is being led by Executive Director Alan Stacey. If you would like a confidential, informal, discussion about the position please contact amber@headlong.co.uk who will schedule a time for you and Alan to speak.

ADDITIONAL INFORMATION: REFERENCES:Please give details of two people whom we may contact for a reference. These referees should have knowledge of you in a working environment, either paid or unpaid, and one should be your current or last employer. We will not take up references without your permission and do not intend to take up references before the later interview stages.

Reference 1Name:

Job Title:

Address:

Telephone: Email:

In what context do you know this reference?

Can we contact this reference in advance of a job offer?

Reference 2Name:

Job Title:

Address:

Telephone: Email:

In what context do you know this reference?

Can we contact this reference in advance of a job offer?

Can you please indicate your notice period, if any, and when you would be able to take up the position if you were successfulNotice period Start Date:

Can you please indicate your current or most recent salary?

Current Salary

Pension:

Where did you hear about this role?The Guardian

Arts Jobs on Line

Headlong Website

Social Media

CHECKLIST:Please ensure you have included:

EnclosedCurriculum Vitae (CV)Cover letter (no more than 2 sides of A4) explaining why you are interested in this role and how your experience and skills match the Job Description and Person SpecificationAdditional Information formEqual Opportunities Monitoring form (optional)

STATEMENT:I can confirm that: -

The information given on this form is correct and complete. I possess all the qualifications, which I claim to hold. I understand that all appointments are subject to satisfactory references, proof of

eligibility to work in the UK. I understand that submitting false information or withholding relevant information on

this form may lead to my application being rejected or, if I am appointed, will constitute grounds for dismissal.

Please note that Headlong treats all applicants for employment fairly and actively promotes equality of opportunity and welcome applications from a wide range of candidates.

Applications from unsuccessful applicants will be kept on file for twelve months before being destroyed.

I confirm that the above information given by me is correct and that I consent to my personal data being processed and kept for the purpose described above in accordance with the Data Protection Act 1998.

NAME ………………………………………………………

SIGNATURE………………………………………………………..

DATE………………………………………………………

EQUAL OPPORTUNITIES MONITORING FORM:The completion of equal opportunities monitoring forms is optional and anonymous. This information is purely for monitoring purposes and will not form any part of the selection process.

Post applied for:

How would you describe your gender identity?

Female Male Non-binary Not known Prefer not to say

How would you describe your ethnic background?

White Mixed Black / Black British British White & Black Caribbean African Irish White & Black African Caribbean Gypsy / Irish Traveller White & Asian Any other Black/ Any other White Any other mixed / African / Caribbean

Background multiple ethnic

Asian / Asian British Other Indian Arab Pakistani Any other Ethnic Group Bangladeshi Prefer not to say Chinese Not known Any other Asian

Background

Do you consider yourself to have a disability? Yes No Prefer not to say

What is your age?

0 - 14 40 - 44 70 - 74 15 - 19 45 - 49 75 - 79 20 - 24 50 - 54 80 + 25 - 29 55 - 59 Not known 30 - 34 60 - 64 Prefer not to say 35 -39 65 - 69