Enspiral Foundation Limited via the Board has contracted the Ops team (Optimi) to provide a range of back office and administrative services. This is a summarised version of the agreed scope of work.
Ops
Optimi is an Enspiral venture founded by Malcolm Colman-Shearer to enable organisations to spend more time working on the stuff that matters by optimising organisational systems and processes.
Contracted work
Banking and Xero - Financial Admin
Process invoices and bills and keep bank accounts reconciled to Xero
If someone doesn't know who to talk to at Enspiral, point them in the right direction
Ops can also be contacted via the Slack channel #ops_chat
Manage Contributors
Manage contributor enquiries about operations via email, slack and Google forms.
Process requests from members to add new contributors
Send new contributor welcome email
Add new person to online systems
Keep list of contributors up to date
Manage contributor re-opt-in and financial contribution process (at three months, and annually thereafter), including removing contributors who opt out
Manage Tools
Serve as SaaS admin for all Foundation platforms
Reconcile list of users for all tools with master list of contributors
Manage Foundation Stewards
Run annual foundation steward re-opt-in process
Manage issue and forfeiture of shares in the Foundation
Company Support
Compliance paperwork for AGM and Shareholder meetings
Manage Enspiral Foundation Ltd on the Companies website and CompanyBox
Maintain a shareholders register
Manage document signing for shareholder resolutions
Collaborative Funding Currently paused until a new approach is established (circa 2021)
Ensure all contributors are added to Cobudget
Distribute funds in Cobudget according to contributions
Update buckets when paid out
Role Optimisation
Manage and prioritise a roadmap of identified and suggested improvements to Foundation processes
Make improvements within scoped budget to provide increased value to Enspiral Foundation
Reporting back on improvements periodically
Update the FAQ, help, and onboarding documentation when possible