Post: Operations Director

Reports to: Chief Executive

Responsible for:Communications Manager, Operations - Premises/Back Office Manager, Community Manager, Services Manager; contractors and consultants as appropriate

Salary:£47k - £52k per annum

Hours:Full time (35 hours per week)

Contract:Permanent

Pension:5% employer’s pension contribution

Background

The South Kilburn Trust is a registered charity and social enterprise working with residents, groups, businesses and organisations to support lasting and positive change in South Kilburn. Only 10 minutes on the train from Euston and underground from Paddington, the area is part-way through a major regeneration programme.

The South Kilburn Trust’s role is to lead the social and economic elements of the regeneration with a wide range of partners. We have built a strong reputation for supporting people into work and business and running a range of community-focused projects and events. This includes the very successful South Kilburn Studios, a meanwhile enterprise hub which supports 30 start-up businesses with low-cost space in return for “giving something back” locally such as taking on a trainee or running a skills-based or networking event; a legal advice service; a lunch club and activities for older people; a wide range of events; and some activities for young people, which we want to do more of.

In collaboration with Brent Council, the South Kilburn Trust has taken over the running of a large local landmark building, the Granville. Historically used for many public-focused purposes, including most recently a youth and community hub, Brent Council and the Trust have successfully won £750,000 of funding from the Greater London Authority (GLA) to refurbish the building, mainly internally, into a new Enterprise and Community Hub for the next 5 years. We aim to create an exciting, thriving hub for both business and community, building on the character and history of the building, and ensuring the Granville continues as a landmark destination for both the wider community and for enterprise.

The Role

We are a community focused charity with a difference. We have grown, and continue to grow as we take over the running of the new Enterprise and Community Hub, and seek to expand our services offer. We have resources and a plan to use those resources to ensure a long term legacy for the area. We are driven and ambitious, and seek to provide the best possible service to all, whether someone is accessing one of our support services, receiving our local What’s On Guide, hiring one of halls, or someone is needing support and premises to run their business.

As such, we need someone to manage the operations of the organisation, enabling the Chief Executive, with the Board, and department managers, to focus on their core roles, backed up with key support and the right infrastructure. The Chief Executive and Enterprise Hub Manager will focus on managing the development and operations of the new Hub.

The role is broad as it encompasses our core operations such as finance, premises and HR; our communications and marketing; and our support services to local residents. The role will also take on projects where appropriate, and will deputise for the Chief Executive.

(Please see the attached structure chart.)

Main Responsibilities

Overall Operations

  • Oversee the operations of the organisation – currently our resident support services, impact measurement, communications, marketing, premises, and all back office functions including finance and HR. These areas of operation will change over time and as such this role will evolve with it.
  • Ensure services meet the needs of customers, deliver against contractual and quality standards and are compliant with appropriate standards.
  • Ensure there is a planned and systematic approach to how we run our operations, finding was to increase efficiency and to develop ways of working.
  • Take a lead in using modern IT to assist the organisation run more effectively.
  • Put in place effective systems around operational risk management and control, ensuring a positive approach is taken to risk management
  • Ensure procedures and processes are in place to recruit staff and managers with the right values, skills and experience
  • Lead on the overall development and collection of our Key Performance Indicators and social impact, preparing reports for the Chief Executive and Board
  • Contribute to the overall strategy and organisational business plan.

Services

  • Lead the cross-organisation approach to the collection of monitoring and evaluation information, and collection of evidence which demonstrates the impact of our work.
  • Lead on the ongoing development of our monitoring database to ensure it works for the needs of the organisation and is being utilised effectively; and that it clearly links to any other databases the organisation may wish to use for different purposes.
  • Oversee the production of business plans and service development plans to support the development and improvement of existing and new services
  • Act as Safeguarding lead for children and adults and ensure procedures and policies are in place to protect all vulnerable people, delegating responsibilities where appropriate.
  • Prepare annual budgets with managers, and monitor income and expenditure through our management accounts.
  • Support, and sometimes lead, on the production of service-related funding bids and subsequent reporting back to funders.

Core Operations (Premises and Back Office)

  • Ensure operational policies and procedures are regularly updated, reflective of current legislation and fit for purpose
  • Oversee the running of our premises knowing that we are compliant and kept up to date with all relevant good practice and legislation
  • Oversee the financial management of the Trust, developing management information to enable all managers to manage their budgets effectively, but also are relevant for the Chief Executive and Board.
  • Manage the contract with the external accountant.
  • Ensure the administration of all governance-related requirements is of the highest standard and meets all regulatory and good practise requirements
  • Manage the relationship with the HR Consultant and ensure a consistent approach to the implementation of the Employee Handbook and other related policies and procedures across the organisation.

Projects

  • Lead or support various projects that the Trust gets involved in.

People

  • Lead and manage direct reports, appraising performance and setting objectives in line with organisational objectives and as directed by the Chief Executive.
  • Ensure the wellbeing of employees and volunteers, implementing a range of approaches to ensure people feel valued and supported.

Overall

  • Take on other tasks and responsibilities as are commensurate with the role.

Minimum Requirements

  • Experience of operating in a senior role, ideally in a charity, social enterprise or an organisation with similar values.
  • Good understanding of how to measure impact, including experience of applying this across an organisation or multiple services using a standard approach.
  • Ability and interest in working across a broad range of responsibilities, while always empowering managers to take full responsibility for their areas of work.
  • Excellent IT skills, and evidence of a forward thinking approach to the use of IT to make an organisation run more effectively
  • Excellent written, verbal, listening and communication skills.
  • Able to set, manage and understand financial accounts.
  • Experience of setting and meeting KPIs and implementing social impact tools.
  • Able to remain calm under pressure, to prioritise work, to work effectively as part of a team and to manage change
  • Exhibit flexibility, resourcefulness, initiative, adaptability, confidence
  • Excellent organisational capabilities with the ability to deal with everyday problems, to identify changes required to work routines and act upon them in liaison with others as necessary
  • Previous supervisory experience with the ability to manage, organise and monitor others and own workload in order to get the job done.
  • Ability to influence, encourage, persuade and negotiate with others to achieve desired results
  • Continually looking at ways to improve quality of service
  • Flexible approach to working hours to meet the needs of the organisation
  • Supportive of the Trust’s aim and its values.