Hartcliffe and Withywood Community Partnership

Job Description - Draft

Post:Operations Manager

Salary:HWCP scale 23 (£30,659) to 34 (£38,324) per year pro rata

Hours:15 hours per week (including occasional out of hours).

Managed by:The Chair of the Board of Trustees

Responsibility for:Direct responsibility for the Business Manager, the Finance Officer, the DVNP Manager and the CATT Project Manager; indirectly responsible for all other HWCP staff and volunteers.

Main Purpose of Job

This post is a pivotal leadership post with responsibility for maintaining and building on the business performance, ensuring growth in income, continued quality service delivery and trusted engagement with the community. The Operations Manager has overall responsibility for all business functions, projects, staff performance and organisational governance. The post reports into the Chair of the Trustees and supports and advises the Board.

1.Leadership and Team Management

To lead on the strategic development of the business in conjunction with the Board. To update strategic and actions plans, business plans and strategic documents.
To provide leadership, performance management and supervision for the Project Managers, the Finance Officer and the Business Manager.
To ensure all HR records, systems, policies and processes are effective and adhere to current legislation. To oversee the relationships with the external HR support providers and the financial auditors.
To line manage, motivate and lead the staff in accordance with the HR policies and systems.

To oversee the recruitment and selection of new staff, design training plans and ensure the appropriate induction, supervision, appraisal/performance monitoring and people development plans are in place.
To oversee the management of volunteers within the organisation ensuring the right policies, procedures and safeguards are in place.
To ensure that all members of staff understand the goals and priorities, in line with the business plan, and ensure that staff have the opportunities to input into the future development of the organisation.

Partnerships and Contracts

To manage the relationships with key contract partners and their individual representatives. To ensure targets/outcomes are measured and met and work with the team to achieve these.
To negotiate and oversee commissioned contracts. To ensure appropriate contract documents and that contracts are operated in accordance with those contracts; delivering targets, budgets and customer satisfaction.

To be responsible for good relations between HWCP and its tenant organisations and to ensure agreements are in place for the rental and hire of the building.
To deal with any serious complaints from tenants, members of the public, partnering organisations, representatives of local government and the community.
To ensure the growth of services and referral networks, partnerships and collaborations across the wider Bristol and surrounding areas. To build good business relations and rapport with a wide range or interlinked agencies to the benefit of the community and the increased quality of our referral and service systems.
To have management responsibility for the data capture, recording, collation, presentation, evaluation & analyse of statistics relating to customers, customer feedback, and service delivery. To ensure that these systems can demonstrate the impact of the work HWCP does.
To ensure that contract stats and reports are delivered promptly in line with contract requirements, and that requests for information from funders and contract commissions are dealt with efficiently and in accordance with agreements.

Services Performance

To design and develop future services and projects which meet the community’s needs and to maintain the culture of being customer centred, enhancing the good reputation of the organisation.

To oversee the facilities and the building as an asset for the community. Ensure that the building is well maintained; and that issues are dealt with promptly and with the least disruption to tenants and residents. With the senior manager, act as a key holder to the building and to respond to emergency services enquiries if required.
To ensure that HWCP actively seeks the participation of and feedback from customers in relation to the services and the future design of services.

To keep up to date with all relevant information regarding the local community and wider Bristol. To continually develop and share a knowledge and understanding of the market in which the organisation operates.

To attend conferences, seminars and workshops which help enhance the organisation’s performance.

Finance, Funding and Income Generation

To maximise the use of the @symes community building, its income generation and activities within it. To ensure that this income can cover the core costs of running HWCP.
To support the Finance Officer, and be responsible for the effective and efficient running of the HWCP finances.
To be responsible for fundraising and commissioning/re-commissioning, enabling HWCP to maintain and grow its services for the benefit of the community.
To maintain relationships with existing commissioners and funders and to establish relationships with new funders including corporate sponsors and partners.

Governance

With the Board, to be responsible for the governance of the organisation, including all health andsafety, financial and legal protocols.

To provide advice and guidance to the Board of Trustees and to support the Chair.
To ensure effective Board liaison and the administration of accurate documents, including agendas, minutes, reports, business cases.
To ensure up-to-date records with the Charity Commission and Companies House and to co-ordinate the AGM

To ensure the timely preparation of annual accounts and the production of the annual report.

Other

Duties must be carried out within the commitment of the HWCP commitment to the promotion of community involvement, equal opportunities and environmental sustainability.
Ensure that the output and quality of work is of a high standard, working in a way that contributes to the continuous improvement of the quality of the service being delivered.

Be aware of Health & Safety regulations. Work carried out must accord with current legislation, regulations, codes of conduct, procedures and policies of HWCP.
Ensure that safe working practices are adopted and a safe working environment maintained in work areas.
Keep an up-to-date knowledge and understanding of issues relevant to this post.
To participate in staff supervision sessions and employee development reviews.
To undertake such other tasks as may reasonably be required commensurate with the grading and nature of the post.

Skills and Experience / Essential / Desirable
Minimum 5 years’ experience working at senior levels within the voluntary and community sector / X
Minimum 5 years’ experience of leading, managing and motivating staff / X
Minimum 3 years’ experience of fundraising and income generation experience and able to demonstrate a successful track record / X
Experience of designing and developing projects to meet community needs / X
Experience of leading and managing an organisation in a customer focused environment and of evolving service delivery in line with customer needs. / X
Experience of managing change and able to create strategic plans and action plans / X
Previous experience of working effectively in collaboration with a wide range of external agencies and partners / X
Excellent communications, both verbal and written and able to build rapport with people at all levels and from all backgrounds / X
Ability to work to agreed timescales, to prioritise, to work flexibly and to stay calm under pressure / X
Able to build rapport with people at all levels / X
IT skills - MS Office, Word and Excel etc / X
Knowledge and understanding of evaluation, monitoring, data collection and the use/analysis of research / X
A proven commitment to equalities and inclusion / X
Experience of managing volunteers / X
Full Driving Licence and use of own car / X

Dated 29.06.2016