Finance and Administration Manager

Job Description
Finance and Administration Manager

Reports to:
Salary:
Full Time:

Deputy Director
40,000 p.a. (Band 5, SMT)
40 hours per week (Monday to Friday)

Our Vision, Mission and Values

To provide inspiration and opportunity for artists and audiences in a public
space for culture right in the centre of Edinburgh.

To develop and present a diverse, international programme of artistically
excellent exhibitions, commissions, publications, performances, events and
engagement activities. To celebrate creativity’s ability to make space for
meaning, and to welcome people into that space so that they find themselves
reflected, represented and recognised, and encouraged to think with
contemporary art and culture in ways that are helpful to them.

To be an inclusive, sustainable, socially-committed organisation that centres
artists and empowers audiences. To combine the professionalism and reach of
a large organisation with the warmth, flexibility and entrepreneurial spirit of a
small one.

Staff structure

Fruitmarket staff is a team of around 55, including office, café and front of house
staff. This post heads the Finance and Administration team, managing the Book
Keeper and Operations Intern and is part of the Senior Management Team.

This post

The post’s principal area of responsibility is for the financial governance and
administrative operations of Fruitmarket. The post is part of the Senior
Management Team and oversees all financial procedures and payments and
compliance with financial regulations; supports the strategic planning of the
organisation; and manages day-to-day administrative functions to enable the
smooth running of all programmes and activities.

Skills and qualifications

•  Degree in Finance, Accounting, Business Administration, or related field
•  Professional accounting qualification (e.g., ACCA, CPA) preferred

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•  Minimum 3 years of experience in finance and administration roles
•  Strong knowledge of financial regulations and reporting standards
•  Excellent organisational and communication skills
•  Proficiency in Xero and MS Office Suite
•
•  Experience in the arts or nonprofit sector is an advantage

Interest in systems development and technology for improved efficiencies

Key result areas and activities

Financial
Management

Governance / Board
of Directors

•  Develop and maintain accurate financial records, budgets, and

forecasts and communicate these across the team.

•  Prepare and present monthly, quarterly, and annual financial

reports at Senior Leadership Team meetings and for the Board.

•  Oversee payments, cash flow, banking and reconciliation

processes.

•  Oversee payroll (inc. tips dispersal), tax filings and statutory

compliance.

•  Oversee the annual VAT reclaim, Museum and Galleries Tax

Relief and Corporation Tax processes.

•  Liaise with auditors and ensure timely completion of the annual

audit.

•  Monitor grant funding and prepare financial reports for funders.

•  Attend quarterly Board meetings, preparing and presenting

financial reports.

•  Organise and attend quarterly Finance and Audit

Subcommittee meetings.

•  File Directors information and Annual Returns with OSCR

and Companies House as required.

•  Assist in the preparation and dissemination of Board

papers.

•  Maintain records of Board meetings and resolutions.
•  Draft annual financial statements and Directors’ Report for

AGM as required under company and charity law.

Administration

•  Oversee office operations, including procurement and vendor

relationships.

•  Support IT and operational facilities as needed.
•  Oversee HR processes such as recruitment, contracts, and staff

onboarding.

•  Manage relationship with external HR specialist.
•  Oversee and maintain insurance policies.
•  Coordinate annual appraisal process.
•  Support staff teams to ensure compliance with health and safety

regulations for all programmes and activities.
•  Maintain organisational policies and procedures.

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Strategic Support

Additional duties

•  Contribute to organisational planning and risk management.
•  Provide financial insights as part of the Senior Management

Team to aid decision-making and organisational sustainability.
•  Work at exhibition previews and other events as required which

may be outwith regular working hours.

•  Undertake first aid and fire marshall training as required.
•  Take part in staff training as required.

Hours of work
A total of 40 hours a week including one hour per day for lunch.

When work outwith your regular hours is required, and approved by your line
manager, an equivalent amount of time may be taken off as agreed in advance
with your line manager. This time-off-in-lieu (TOIL) should be taken within four
weeks of being accrued or be forfeit.

Gallery staff are expected to attend all exhibition previews and, where
necessary, Board meetings. This will not count as TOIL.

Terms and Benefits

•  Flexible working patterns (where agreed and operationally viable)
•  Employer pension contributions of 4-6%.
•  Salary Sacrifice (tax efficient) schemes through Enjoy Benefits including

the Bike to Work and childcare voucher schemes

•  Starting allocation of 22 days of annual leave (increasing to 24 after 3

years of service) and 9 bank holidays.

•  Discount on limited editions and ability to pay in instalments interest free
•  Discount of 25% in the bookshop and café.
•  Employee Assistance Programme and app available to all staff offering

wellbeing support, counselling, legal and financial advice.

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