Chief Operations Officer

Grade: Kent Range 11 (FTE) dependent upon experience

Hours: Full time 37 hours per week. Attendance at Directors meeting’s outside of normal working hours may be necessary.

Weeks: Term-time only (38 weeks) + 10 days

Salary: Min £37,922 (£32,727.12 Pro Rata) £2727.26 month (gross)

Max £43,641 (£37,662.68 Pro Rata) £3138.56 month (gross)

Reporting to:CEO

Posts reportingto this position:Operations manager, IT Leader, IT Technician, Clerk to Trustees, Admin support Personnel

Based at:Primarily based in Canterbury. Travel between Swale, Canterbury and New Romney districts may be required.

This is a permanent position (subject to a 6 month probationary period)

Working in collaboration with the Senior Leadership Team and Directors, the Chief Operations Officer provides research, planning, strategic vision and advice in all aspects business administration - so as to contribute to the successful and effective operation of Academy schools.

The following is an indicative list of main responsibilities:

a) Strategic Leadership Role

  • Provide advice and clear information to the CEO/Trust Board on all aspects of operations.
  • Deputise for CEO in all aspects of work that do not require an educational background.
  • Line manage the leaders of all Support Services and ensure effective communication and collaboration within and between these services enhances the value The Trust brings to its academies.
  • Design and maintain a Risk Register and disaster recovery plan for all elements of the Trust.
  • Prepare The Trust’s annual and medium term business plans, in consultation with the CEO and leaders of support services.
  • Ensure that the impact of astute financial strategy and management directly impacts on educational outcomes for pupils.
  • Manage the promotion and marketing of The Trust to a variety of audiences to raise the profile with the local community and seek sponsorship and partnerships which help meet planned and future objectives.
  • Ensure the best possible use of all resources through effective planning.
  • Promote and safeguard the welfare of students.

b) Human Resources

In conjunction with the Trust HR Manager and any current or future service provider(s):

  • Develop, maintain and implement Human Resource Management policies.
  • Ensure compliance with all relevant employment law.
  • Oversee the preparation of annual costed staffing plans for approval by the Trust Board.
  • Develop Core Trust HR Service and ensure Quality Assurance.
  • Manage national and local negotiations with unions.
  • Ensure rapid and effective communication of policies to all staff.
  • Establish The Trust as an employer of choice through innovative approaches to recruitment and retention.

c) Financial Management, Revenue Generation and Compliance

In conjunction with the Trust Finance Director and CEO:

  • Maximise revenues from sales and purchases, sponsorship, fundraising, lettings and business activities, without compromising the educational activities and learning environment for students.
  • Ensure funding bids are researched and completed to external bodies including Government departments to maximise the resources for The Trust.
  • Ensure the trust complies with all other statutory requirements including General Data Protection Regulation.

d) ICT and Data Services

To ensure a high quality, value for money service through effective Line Management of the Trust IT Leader:

  • Ensure the development and maintenance of appropriate ICT infrastructure and systems to support the objectives and aims of The Trust.
  • Work with the CEO, and SLTs to maintain and deliver a rolling five-year ICT strategy which aligns with the educational and development plans of The Trust.
  • Ensure quality assurance and disaster recovery procedures are robust.
  • Ensure the development of cutting edge communication technology streamlines the way we work.

e) Marketing and Communications

Manage contracts with any current or future service provider(s):

  • Provide quality assurance and review of all marketing and communication related outputs and ensure that all statutory and regulatory requirements are met and correctly maintained at all times.
  • Ensure the deployment of any funds or resources around the marketing of the Trust and school is of the highest standard and correctly aligned to the key messages of the Trust.
  • Ensure that the internal communications infrastructure is fit for purpose and supports staff needs at all times.

f) Estates Management

By effectively line managing the Trust Operations Manager:

  • Ensure the Development and maintenance the Asset Management and site master plans, ensuring that accurate data is maintained and that projects and priorities support the educational plans and requirements of The Trust.
  • Ensure the Development and implementation of strategies for premises management to ensure that the quality of the estate and the learning environment for students is sustainable, maintained and improved.
  • Ensure the delivery of long term maintenance plans and effective reactive maintenance services.
  • Ensure regular testing and maintain all records as required for buildings, materials, hazardous substances, water, appliances, services etc.
  • Ensure the security of all school sites and all physical assets.
  • Maintain high quality services for cleaning, catering and grounds maintenance.
  • Develop and deliver building improvement projects, taking part in on‐site surveys, liaising with architects and drawing up proposals as required.
  • Ensure the value for money of all estates expenditure.
  • Oversee the work of the operations manager and ensure compliance with all relevant legislation. Maintain and ensure regular review of The Trust’s data protection, fire safety and health & safety policies, and ensure that all required procedures, including Equalities Act requirements are in place and observed.

g) Procurement and Contract Management

In conjunction with the Trust Finance Manager, CEO, and Head Teachers:

  • Prepare, implement and monitor policies concerning the procurement and ordering of all supplies and services to ensure best value for money.
  • Negotiate and monitor the operation of contracts entered into for the supply of services.
  • Ensure all contracting and procurement activities are fully compliant with all public sector legislation and regulatory requirements.
  • Ensure that the payroll provider maintains an effective payroll system, including compliance with all legislation.

h) Administration and Governance Services

In conjunction with Trust Leaders and Clerking Services:

  • Ensure the development and maintenance of appropriate administration systems to support the objectives and aims of The Trust.
  • Develop a disaster recovery strategy for each school and the Trust, with detailed operational plans.
  • Maintain systems in order to provide statistical and information returns for outside agencies.
  • Ensure our governance structure reflects best practice and is serviced by highly-trained and knowledgeable clerks.
  • Maintain and ensure regular review of The Trust’s data protection, fire safety and health & safety policies, and ensure that all required procedures, including Equalities Act requirements are in place and observed.

Person Specification

Essential / Desirable
Qualifications / Education /
  • Degree or equivalent qualification

Experience /
  • should be able to demonstrate a track record of successful leadership and building effective teams
  • should have high standards and influencing skills with the ability to engage effectively with all staff across the Trust and with the governing body
  • should show evidence of entrepreneurialism and innovation, with an ability to identify commercial opportunities to maximise income and minimise costs.
  • should have excellent analytical skills and sound judgment
  • should have excellent communication and presentational skills
  • should have experience of a range of information systems and be computer literate
  • should have a good knowledge of the funding, regulatory and legislative environment of academies.
/
  • Knowledge of schools / education sector
  • Evidence of successful team working
  • Evidence of successful administration of HR systems

Skills /
  • Excellent interpersonal skills
  • Excellent communication and presentational skills
  • Excellent time keeping and attendance
  • Methodical and organised approach to work
  • Good sense of humour
  • Positive/can do approach

Personality /
  • Able to maintain confidentiality
  • Flexibility and responsiveness to change
  • Ability to remain calm under pressure
  • Self-motivated and pro-active
  • Appropriate levels of personal presentation
  • Loyalty – acting as an ambassador for the Trust with visitors and all members of school community

Values /
  • Commitment to the Academy’s aims and values
  • Demonstrate commitment to continuous personal development
  • Integrity
  • Recognition of the need for an appropriate life / work balance

The Village Academy is committed to safeguarding and promoting the welfare of children. The post is subject to an enhanced disclosure to the Disclosure Barring Service (DBS).

Closing date for applications:12 noon 12th October 2017

Interview Date: Friday 20th October 2017

Applications: Application forms for the post are available to download on the ‘Vacancies’ page on The Village Academy Website: .

Completed applications should be emailed to:

Or by post to: Mrs Diane Wright, The Village Academy, c/o Pilgrims’ Way Primary School, Canterbury Kent CT1 1XU