The Chief Operating Officer Will Be a Key Member of the Senior Management Team (Chief Executive

JOB DESCRIPTION

Job Title: Chief Operating Officer

Scale / Salary: £37,500 to £45,000

Responsible to: Chief Executive

Pension: 5% employer’s pension contribution

Annual Leave: 25 days per annum plus bank holidays

Location: Central London

Hours of work: 37.5 hours per week

Normal office hours are 9.00am to 5.30pm but this role will involve some agreed out of hour’s activity (occasionally at weekends) and working away from the office and home.

The Chief Operating Officer will be a key member of the Senior Management Team (Chief Executive, Director, External Relations, Director, Curriculum Development and Resources, Director, Participation and Social Action and Director, Finance and Administration). The COO will report to the CEO and will have operational management responsibility for the Director, CDR and Director PSA.

MAIN PURPOSE OF THE JOB

You will be responsible for ensuring the effective and efficient delivery of the Foundation’s charitable objectives, to the highest standards. With an outward facing and policy orientated CEO, it is your responsibility to ensure the effective internal management of the organisation. In addition to ensuring sound operational management across the organisation, you will be responsible for Human Resources management and the development and management of Information and Communication Technology (ICT).

MAIN DUTIES & KEY RESPONSIBILITIES

Your key role is to enhance our effectiveness in delivering projects on time, to specification and to budget and to maintain a strategic oversight of the initiation, planning and sequencing of the organisation’s outputs that serve our charitable objectives. Your key responsibilities are to:

·  oversee, monitor and evaluate the implementation of the Foundation’s strategic plan

·  monitor, evaluate and allocate resources (including staff, consultants and volunteers) to allow the organisation to optimise its effectiveness

·  strengthen project management skills and understanding across the organisation

·  strengthen line management skills and understanding across the organisation

·  strengthen and develop communication practices across the organisation

·  ensure quality assurance standards and practices are in place and are met

·  ensure that all programmes are evaluated effectively and that learning is acted on

·  ensure that project development activity supports fundraising through supporting programme staff to develop, proposals, budgets and work plans

·  manage the contracting of training and consultancy and to develop strategies to increase income from this area of activity

·  work with the Director, Finance and Administration to develop and manage the organisational budget

·  ensure that all budget holders are effectively managing their budgets

·  manage the organisation’s Risk Assessment process

·  manage the organisation’s publications, to include strategy, relationships with publishers and contracts

·  manage and build the organisation’s brand identity (working with External Relations)

Human Resources

You will be responsible for developing and implementing the HR strategy. With support from the Office Administrator your key responsibilities are to:

·  review and develop the Citizenship Foundation’s policies, procedures and practices in line with legislation and best practice within the sector

·  support line managers in dealing with HR issues, providing advice, guidance and support

·  ensure that all members of staff are receiving regular reviews and appraisals in line with the organisation’s policies in this area

·  manage the organisation’s HR information systems (e.g. attendance management, staff records, etc) and make recommendations on key personnel indicators (equal opportunities, recruitment and selection, absence, appraisal, quarterly reviews etc)

·  help develop and support staff in their training and development needs

·  oversee recruitment processes including, dealing with recruitment agencies, contracts, supporting the drafting of job descriptions and person specifications, interviewing etc.

·  ensure induction processes for new staff are being carried out by line managers

·  ensure that payroll has correct and timely information on starters, leavers and changes to employees’ salary, hours of work, contract duration etc.

ICT

You will have responsibility for the planning, development and implementation of strategies for IT (Information Technology) IS (Information Systems) and IM (Information Management) across the organisation. Your key responsibilities are to:

·  manage our ICT consultants and advisors and any tendering processes and associated contracts

·  keep up to date with developments in technology, making recommendations on changes in practice as appropriate

·  optimise the use of ICT within the organisation, making and implementing recommendations to change practice where improvement in processes is needed, including the implementation of an organisation-wide database (funding permitting)

·  maintain the IT asset register including purchasing new equipment, and maintaining appropriate licenses

SMT Membership

As a member of the Senior Management Team, you:

·  Play a full and collegiate role in the leadership and management of the organisation

·  Develop and deliver strategic objectives and plans

·  Are responsible for the preparation and management of the budget for your area of responsibility

·  Are responsible for risk assessment and mitigation in your area

·  Understand and are informed by the financial position of the organisation and how this impacts on decision making

·  Understand the operational implications of different courses of action

·  Communicate strategies, policies and procedures agreed by SMT effectively to staff

·  Contribute to the selection, recruitment, induction and review processes across the organisation

·  Work with and report to trustees on work in your area

·  Deputise for the Chief Executive and other SMT members as appropriate and agreed

ORGANISATION WIDE

All middle and senior managers in the organisation are required to:

·  Be available to meet with and advise staff at short notice, when the demands of their work requires a quick response

·  Hold regular supervisory meetings with staff that they have line management responsibility for, to monitor their performance, agree long and short term aims and objectives

·  Advise, inform and support members of staff for whom they do not have line management responsibility

·  Demonstrate a participative and consultative management style

·  Encourage and promote staff consultation and deliberation across the organisation

You are also required to:

·  Represent the Citizenship Foundation in public forums, events and meetings

·  Provide quarterly reports for the Board of Trustees

·  Respond to enquiries about the work of the Citizenship Foundation and citizenship education in general, from teachers, youth workers and other individuals and agencies

·  Contribute to staff meeting and consultations, in which every member of staff is given the opportunity to be involved in shaping the policy, practice and future development of the Citizenship Foundation

·  Participate in at least one of the organisation’s working groups

·  Carry out as agreed with the CEO any other duties as might be reasonably required

PERSON SPECIFICATION

Job Title: Chief Operating Officer

Requirements / Essential (E)
Desirable (D) /
Education Training and Experience relevant to post / E / At least four years management experience in the private, voluntary or public sector
E / At least three years senior project management experience, involving large staff teams and significant budgets
E / Experience and knowledge of evaluation techniques
E / Experience of developing and managing budgets
E / Experience of managing resources (staff, budgets etc.)
D / Experience of human resources management and/or developing an HR strategy
D / Experience of implementing a quality assurance model
D / Experience of managing ICT
E / Experience in managing contracts and procurement processes
Skills
Abilities
Knowledge / E / Excellent written and verbal communication skills
D / Knowledge of coaching, skills development or training, with particular reference to project and line management skills
E / Capacity to lead highly motivated and autonomous staff in an effective and flexible way
E / Capacity to deal with people at a range of levels
E / Strong organisational and time management skills
E / Strong financial management skills
E / Computer skills (Word, Excel, Outlook)
E / Strong leadership skills
E / Understanding of project development, including knowledge of relevant strategic planning tools
E / Aptitude for understanding information systems
D / Knowledge of the principles and processes of risk assessment