Chief Financial & Administration Officer

The Chief Financial & Administration Officer holds overall responsibility for the financial management of the Unicorn Preservation Society and the shore-based office in Dundee City Centre. This includes comprehensive financial oversight, administrative leadership, and support for Project Safe Haven. The role will be central to implementing financial procedures to support the organisation's growth and strategic objectives.

As a key member of the senior management team, you will work closely with the Chief Executive Officer, Trustees, Fundraising & Communication and Project Safe Haven teams to ensure robust financial governance, strategic financial planning, and effective administrative support across the organisation.

Key Duties and Responsibilities

Financial Management

• Provide comprehensive financial management for UPS, including budget preparation, cash flow monitoring and forecasting
• Manage financial reporting to the CEO, Trustees, and Finance and Risk Committee, including monitoring and reporting on financial KPIs
• Support the preparation of statutory accounts and external audit processes in conjunction with other members of the UPS team
• Oversee and monitor payroll processes using Xero and other financial systems
• Manage organisational cash flow to ensure adequate liquidity for operational needs, particularly during grant funding cycles and project milestones
• Support grant application financial planning and provide costing analysis for services and projects
• Support the financial aspects of Project Safe Haven while collaborating with the Programme Manager

Systems and Process Management

• Develop and maintain robust financial and administrative systems, processes and procedures across the organisation
• Manage procurement processes, maintaining comprehensive records of tenders and contracts whilst ensuring value for money
• Oversee the organisation's risk register, coordinating risk management across departments

Management Responsibilities

• Line manage the Finance & Administration team
• Coordinate administrative support across the organisation and manage relationships with external financial service providers
• With CEO, oversight of PVG checks

General Duties

• Adhere to HMS Unicorn's policies and procedures including health and safety, security, and fire regulations
• Represent HMS Unicorn professionally to visitors, stakeholders and partners
• Participate in team meetings and staff development activities as required
• Undertake training and development as required for the role and maintain professional knowledge and skills
• Any other duties as directed by the CEO and commensurate with the grade

PERSON SPECIFICATION

This section details the attributes, skills, knowledge, qualifications and competencies which are required in order to undertake the full remit of this post.

Essential Criteria

• Professional qualification in accounting (ACA, ACMA, CIPFA, or equivalent)
• Extensive experience in financial management within charitable or not-for-profit sectors, including complex budget management
• Comprehensive knowledge of charity accounting principles, SORP requirements, and relevant regulatory frameworks (including OSCR compliance)
• Experience in managing contracts, tenders and procurement processes in compliance with funding requirements
• Demonstrated experience in managing grant funding with associated financial reporting mechanisms
• Proven experience in team leadership and management
• Exceptional communication skills with ability to convey complex financial information clearly to non-finance stakeholders
• Advanced proficiency in financial management software (especially Xero) and MS Office applications
• Experience with digital workflows and technologies to drive organisational efficiencies
• Ability to prepare statutory and management accounts
• Strong analytical, organisational and problem-solving abilities
• Experience in cash flow management and financial forecasting
• Self-motivated with ability to manage multiple priorities and meet deadlines
• Understanding of heritage funding environments, such as National Lottery Heritage Fund requirements

Desirable Criteria

• Experience in capital project financial management and contract tendering
• Knowledge of heritage sector financial practices, particularly maritime heritage
• Experience in grant funding, drawdown processes and legacy donation management
• Experience working with legal practitioners and regulators in the heritage sector
• Project management experience, particularly in heritage organisations
• Expertise in IT systems and digital transformation to improve financial processes
• Experience in Gift Aid administration and fundraising finance
• Experience in developing sustainable financial models for heritage organisations
• Knowledge of financial management within museums, historic ships, or visitor attractions Passion for heritage and its preservation
• Membership of relevant professional body

Essential Criteria – requirements without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be rejected at the shortlisting stage.

Desirable Criteria – requirements which would be useful for the candidate to hold. When shortlisting, these criteria will be considered when more than one applicant meets the essential requirements.

Working Arrangements

The role includes participation in the Duty Manager system, acting as the senior officer in charge of HMS Unicorn during scheduled duty periods, with the following responsibilities:

• Most senior person onboard in absence of CEO
• Makes senior level decisions in relation to onboard activities
• Operational oversight of HMS Unicorn
• Health and safety compliance
• Emergency response coordination (including potential callouts for emergencies)
• Security management
• Visitor experience oversight
• Conflict resolution
• Complaint handling
• Key holder responsibilities
• On duty/on call for a 24-hour period

The post holder will work regular office hours, but will occasionally be required to work on evenings and weekends.

How to Apply

We encourage applicants to apply by submitting:

• A CV and covering letter explaining how you meet the requirements of the role

Please submit informal enquiries and applications to: recruitment@hmsunicorn.org.uk

• Application deadline: Friday 4 April 2025 at 10:00 Interview date: Tuesday 22 April 2025 at Dundee & Angus Chamber of Commerce

Applicants will be asked to give a presentation on a related topic followed by a competency-based interview.

Access Information

HMS Unicorn is currently not fully physically accessible for all users, and there are therefore physical requirements that come with this role on board a wooden, historic ship.

• HMS Unicorn is accessed via an entry gangway which can rise up to a 50-degree angle at high tide and dip to a 50cm drop at low tide.
• The different decks on board HMS Unicorn are only accessible via ladderways.
• For a full description of access aboard HMS Unicorn, please refer to our access guide available on request.

Career Development and Fair Work

At the Unicorn Preservation Society, we are committed to supporting the professional growth and development of our staff. While we recognise that as a small organisation advancement opportunities may be limited, we have a duty to support our team members to be their best and to prepare them for future career growth. We create clear progression pathways, support skills development, and empower staff to achieve their professional potential, whether within UPS or as they move on to broader opportunities in the heritage sector.

As a Fair Work employer, we adhere to key principles that ensure an equitable and supportive workplace:

• Voice: We ensure staff have opportunities to contribute to organisational decisions
• Security: We provide appropriate job security and consistency of hours where possible
• Opportunity: We support skills development and career progression
• Respect: We foster a workplace culture of dignity and respect
• Fulfilment: We create meaningful work environments

UPS is committed to ensuring all staff receive at minimum the Real Living Wage as defined by the Living Wage Foundation. Our salary structure reflects both Museums Association recommendations (adjusted for regional context) and competitive positioning within the Scottish independent museum sector. We believe fair pay is essential to maintain staff wellbeing, reduce turnover, enhance engagement, and uphold our reputation as a responsible employer.

Through our formal grading structure, we provide clear pathways for progression and professional development, with regular reviews to support your growth and career aspirations.

Equal Opportunities

The Unicorn Preservation Society is a Disability Confident Committed employer and operates a Guaranteed Interview Scheme for people living with a disability who fulfil the essential criteria in the job specification. If you would like to be considered under the Guaranteed Interview Scheme, please let us know as part of your application.

HMS Unicorn is committed to the principles of Fair Work and paying the real Living Wage to all our employees. We believe that fair work practices lead to better outcomes for individuals and organisations, contributing to a more successful economy and inclusive society. As an employer, we are dedicated to providing appropriate channels for effective workers' voice, investing in workforce development, opposing inappropriate use of zero-hours contracts, and offering flexible working from day one of employment where possible.

Our commitment to fair work extends to addressing workplace inequalities, including pay and employment gaps. We strive to create a workplace where all staff are treated with dignity and respect, regardless of their background or personal characteristics.

All staff and volunteers working with UPS must undergo Disclosure and PVG checks.