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Ops Scope

Context

The contract

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
  • Make payments for monthly fixed costs
  • Pay out Cobudget buckets after the Bucket Payout form is filled in.
  • Chase any overdue invoices
  • Work with the accountants and make sure the monthly financial report is published to members
  • Keep an accurate record of how much we have in all Foundation accounts
General Inquiries
  • Respond to emails coming to [email protected] (website contact address) and [email protected]
  • 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 Membership
  • Run annual member re-opt-in process and check in with members on hiatus
  • Work with the Member meeting crew to schedule monthly members meetings
  • Add and remove members from the Members Loomio and Slack groups as needed
  • Manage issue and forfeiture of member 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
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