Business Operations in Coventry

KEY ACCOUNTABILITIES

• Finance
  • Manage financial bookkeeping (Xero, Sage, or equivalent), including credit control, and oversee charity income and expenditure in line with funding requirements and Charity Commission regulations. Act as the day-to-day liaison with accountants.
  • Assist the executive team with budget management, helping to set priorities that meet funder or partner specifications.
  • Prepare monthly financial monitoring reports for the trustee board and complete grant reconciliations in line with funder requirements.
• Systems & Procedures
  • Develop and maintain processes that assist business objectives, ensure compliance, and uphold quality standards.
  • Monitor daily operations, addressing potential issues proactively.
  • Undertake general financial and HR administration, including ordering, invoicing, DBS checks, staff inductions, personnel filing, and systems to support budget monitoring and audits.
  • Support the efficient management of office and operational procedures, promoting best practice and maximising efficiency.
• Stakeholder & Suppliers
  • Consider the needs of internal and external stakeholders and incorporate them into strategic planning.
  • Manage contractual relationships with suppliers as required.
• Data Control & Management
  • Develop and maintain accurate, up-to-date data and information in line with partnership systems and procedures.
  • Act as the organisation’s Data Controller, ensuring compliance with the Data Protection Act.
• Health & Safety
  • To act as the organisation’s Health & Safety lead, to ensure compliance in accordance with HSE and to provide information to the exec team and the trustees.
• Administrative
  • To provide personal assistance to the Head of Operations, when necessary.
  • To undertake the minute secretary role for Think Active CSW meetings, ensuring efficient organisation and dissemination of information.
• Miscellaneous
  • Generating income or raising funds.
  • Travel to venues to meet the needs of the organisation.
  • Assist in the identification and undertaking of the postholder's own training and development requirements in accordance with the appropriate organisation's "confident, capable, inspirational people plan".
  • To undertake such duties and responsibilities of an equivalent nature, as may be determined by the Chief Executive or Executive team from time to time, in conjunction with the post holder.

PERSON SPECIFICATION

• CORE VALUES
  • Team player with a supportive, flexible, and professional approach.
  • Demonstrates kindness, consideration, appreciation, and tolerance, expecting the same in return.
  • Strong work ethic with resilience and willingness to go above and beyond.
  • Respects confidentiality and can reflect on personal performance to drive improvement.
• SKILLS & EXPERIENCE
  • Essential
    • Knowledge: Strong understanding of operations management, systems, and processes. Knowledge of financial procedures, reporting, and budget management. Experience with databases, project management, and IT systems. Awareness of safeguarding, health, community, and legislation. Knowledge of performance measurement, reporting, and current funding streams in the sport and physical activity sector.
    • Skills & Abilities: Excellent communication and interpersonal skills; able to lead, motivate, persuade, negotiate, and influence at all levels. Strategic, critical thinking, and decision-making skills. Ability to work under pressure while maintaining high standards. IT literate, including ability to use Excel or willingness to adapt and learn new systems, with an understanding of how technology enhances planning, evaluation, and communications. Proven project management experience.
    • Experience: Measuring organisational performance to deliver strategic objectives. Developing and improving internal and external systems, processes, and communications. Strategic planning, implementation, review, and adaptation. Managing teams, including setting objectives and reviewing performance. Building and maintaining partnerships across voluntary, public, and private sectors. Managing budgets (£100k–£300k) and preparing financial reports. Generating income, preparing funding bids, and securing resources.
  • Desirable
    • Experience supporting volunteers, leaders, and professional workforces in sport, physical activity, or health contexts.
    • Project Management qualification.
    • Additional finance and budget-setting experience.
• BEHAVIOURAL TRAITS
  • Innovative, forward-thinking, developmental, and solution-focused.
  • Passionate, inspirational, and motivational with a positive, can-do attitude.
• TECHNICAL AND PRACTICAL REQUIREMENTS
  • Willingness to work occasional evenings/weekends.
  • Ability to travel across Coventry, Solihull and Warwickshire.
  • This post is exempt from the Rehabilitation of Offenders Act 1974; appointment is subject to a satisfactory DBS check.
  • Think Active’s main headquarters are in Leamington Spa, with work also taking place across Coventry, Solihull, and Warwickshire. We operate a blended working model that includes home working, office attendance, and travel to meetings as required. The post holder will be expected to work flexibly to meet the organisation's needs.