POSTED ON: 12th of May 2021

Vacancy - Finance and Operations Manager


TITLE: Finance and Operations Manager
HOURS: 28 hours per week
SALARY: £24,027 to £26,529 [pro rata]
LOCATION: Home working initially and then a blend of home and office in Edinburgh
RESPONSIBLE TO: Executive Director

The Organisation
Art in Healthcare is a charitable company limited by guarantee with a company registration number of SC278142 and Scottish Charity registration number of SC036222. Our vision is ‘Art for every healthcare setting in Scotland’, and our mission is to use visual art to improve health and wellbeing. We value putting the person at the centre of their own health and wellbeing, humanising healthcare environments and emphasising the positive impact of the visual arts.

Our vision is ‘Art for every healthcare setting in Scotland’, and our mission is to use visual art to improve health and wellbeing. We value putting the person at the centre of their own health and wellbeing, humanising healthcare environments and emphasising the positive impact of the visual arts.

Our strategic goals are:
1. To use visual art to improve and humanise the healthcare environment.
2. To promote health improvement due to engagement with visual art for individuals and communities.
3. To foster and sustain productive relationships with key partners in the NHS, community health sector, arts sector and wider community.
4. To build the capacity of the organisation in order to increase the scale and scope of its positive impact.

The Role
Art in Healthcare is a value-led charity that is run by a small staff team and a Board of Directors. The Finance and Operations Manager is a key member of the team and will have the opportunity to become involved in all aspects of the organisation. Your key focus will be finance, but we’re looking for someone who also has strong administration skills, is a confident communicator and has an understanding of the contribution the arts can make to health and wellbeing.

Skills and Experience
•    Friendly and approachable manner, and happy to act as first point of contact for enquiries
•    Have at least two years’ experience as a finance/office administrator, including accruals bookkeeping and understanding of legislative reporting requirements.
•    Good numerical skills and experience of using financial software, such as Paxton or Sage and maintaining accurate financial and staff records.
•    Good written and oral communication skills.
•    Good planning and organisational skills.
•    Ability to work independently and as part of a team.
•    Working knowledge of social media and the ability to add, and update, content on social media, and the website

•    Some experience of graphics software, such as Photoshop or InDesign
•    Some experience of submitting funding applications to Trusts/Foundations and supporting relationships with corporate sponsors, in collaboration with other members of the team.
•    Experience of preparing reports for a board, in collaboration with other team members.
•    Experience of developing and running a membership scheme.
•    Experience of supporting events, including exhibitions.
•    Understanding of the arts and/or health sectors in Scotland.
•    A diploma or equivalent qualification in office, arts or business management.

Key Responsibilities:
•    To develop, implement and maintain effective office management procedures to support the sound and legally compliant organisation of Art in Healthcare.
•    Use financial software to maintain accurate and appropriate financial records for the effective management of the organisation.
•    Create financial analyses and reports of budget variance for quarterly Finance Committee meetings.
•    Work with the Executive Director to prepare the company’s annual budget, including notes to explain figures.
•    Manage day-to-day financial transactions, such as paying invoices, invoicing clients and depositing funds, to maintain an accurate record and to track against budgets.
•    Liaise with accountants to support the production of statutory annual accounts.
•    Ensure that accurate records are passed to an external provider to create an accurate payroll and pensions.
•    Produce appropriate staff contracts and personally maintain staff records in respect of annual leave, PAYE, HMRC, and salary.

Administration, Events and Projects
•    Draft and maintain the company’s schedule of policies, in collaboration with the Executive Director, for approval by the Board.
•    Work with the Executive Director to project-manage the roll out of corporate plans.
•    Collate and distribute all papers for the Board, including the accurate production of the minutes of the Board Meetings.
•    Attend events and take payments for high-value art at exhibitions.
•    Organise paperwork for loans for customers who wish to take advantage of the Own Art Scheme.
•    Ensure that the organisation complies with relevant Health and Safety legislation including carrying out of first aid training, H&S inductions and risk assessments.
•    Ensure the organisation has proper insurance.

•    Contribute to social media posts and ensure that the website is up to date
•    Maintain a database of all Art in Healthcare friends and members, maintain appropriate contact to collect subscriptions, give thanks for donations and engage friends and members through the organisation of events.
•    Write and/or liaise with others to produce copy for the regular newsletter and create the Adopt an Artwork certificates.
•    Use appropriate software including InDesign and Photoshop to design and create the company’s annual review, quarterly newsletter, flyers, adverts, greetings cards, books, signage and exhibition catalogues.

Terms and Conditions
The post is 28 hours per week and can be worked flexibly, to suit the needs of the successful candidate and the organisation.

The salary scale is from £24,027 to £26,529 [pro rata].

The post is initially home-based, but we aim to move to a blended model of working, that combines home-working and time in the Edinburgh office.

Holiday entitlement is 22.5 days a year [equivalent to 28 days for someone working five days a week]. Public holidays are taken when they fall on days normally worked.

We encourage applications from all backgrounds and communities, and we are committed to having a team that is made up of diverse skills, experiences and abilities.

To Apply
If you’d like to discuss the role informally, prior to making an application, please contact Executive Director Vanessa Paynton at and a time can be arranged for a telephone conversation.

To apply please send a CV and covering letter (please make each of these two sides of A4 at most) to The closing date for applications is 5pm on Wednesday 26 May 2021, with interviews anticipated to be held the following week.