Job Description
Post Title: Operations Manager (Maternity Cover)
Fixed term (maternity cover) until July 31st 2015
Salary Range: Fixed Point 039(£33,142)
There will be no incremental progression during the term of contract.
If there is a cost of living agreed by Governors this increase this would be awarded on the 1st August
Job purpose:
The role will play an essential part in maintaining existing systems and processes required to deliver the Colleges large scale regional and national fund management contracts as well as design & implement processes for new initiatives.
The role will ensure provision of timely data and meaningful information to help manage the governance of all contracts within the External Funding Unit and will have a critical influence on the success of current & future projects and commercial opportunities.
A key success of this position would see a less than a 5% error rating on project audits through effective management of the operation & systems team.
Duties and Responsibilities
· To uphold and embed the Colleges Values of Integrity, Respect, Fairness, Openness, High Expectations and Enjoyment at all times
· Reporting to the Director of External Funding in ensuring the implementation and successful delivery of all externally funded projects.
· To manage the overall returns to the Skills Funding Agency via Maytas in a timely manner, to incorporate additional returns to alternative funding bodies.
· To manage the overall consolidation of data via exceptions & summarisations of monthly claims.
· Ensuring all aspects of Operations management are implemented effectively and associated processes adhered to by all members of the Operations Team
· Supporting the design & implementation of procedures for the effective operational delivery of all projects that support ESF / Co-financing regulations.
· To understand, explain and present complex funding & data matters to the Operations and Systems team as well as identify suitable solutions to resolve matters arising.
· Establish and maintain effective lines of communication with all staff both within the External Funding Unit and other College Units and Faculties.
· Supporting new project development and bidding processes by providing key data reports on specific bid information
· Line management of the 2 Lead Operation Officers to ensure all sub contracts are monitored effectively & ensuring monitoring & claims processes with regards to the fund are handled effectively.
· Line management of the Administration team to ensure support is deployed effectively to support all services within the Unit.
· Working with the Lead Systems Advisor & Senior Account manager to ensure effective implementation of appropriate software in particular Maytas 5
· Responsible for the appropriate planning and implementation of suitable preparations for PFA Audit and any other as funding body audits that arise.
· Facilitation of commercial ideas and partner / customer negotiations as required.
· Promote all projects & products, including Skills Enhancement Fund and Work Place Learning, their successes and to act as an Ambassador of the External Funding Unit & the College at all times.
· Supporting the production of appropriate, accurate and timely data to support project performance of externally funded projects to the Governing Body, Finance & Audit Committee, Partnership Steering Groups and Policy Groups and the Skills funding Agency where required.
· Being proactive in identifying workable solutions to resolve issues identified.
· Adherence and compliance to all college processes.
· To carry out other relevant and appropriate duties - this may from time to time be specified either within External Funding Unit or supporting the wider College.
Department:
External Funding Unit
Reports to:
· Director of External Funding
Contacts (Internal and External):
External
- Liaise with external schools, College employees, employers, managing agents, awarding bodies and other relevant stakeholders
- Sub Contracting Partners including FE Colleges and private Training Providers
- Employers
Internal
- All other External Funding Unit staff
- Staff within the Faculty and other Faculties as necessary
- The College central units
Holidays
The basic holiday entitlement is 25 days plus 8 statutory days of which up to 5 days can be directed by management. The holiday year is from September to August.
Health & Safety
The post holder is required to maintain and promote a positive attitude to health and safety and to comply with and ensure compliance with health and safety codes of practice for the safety and wellbeing of learners and staff.
Equality & Diversity
The College has a strong commitment to working towards the implementation of equality of opportunity in both service delivery and employment. The College’s mission and strategic objectives directly support this aim. All employees are required to actively support the development, dissemination and implementation of this aim and related policies and programmes.
Safeguarding of Children and Vulnerable Adults
The College is committed to safeguarding and promotes the welfare of all learners and expects its staff to share this commitment. In addition they will also state that the College is committed to safeguarding and promotes the welfare of all learners and expects its staff to share this commitment. All posts in the College are subject to an Enhanced DBS check and barred person’s list checks where appropriate.
Advisory notes:
The information given within this job description is intended to provide a general understanding of and appreciation about the role within the Calderdale College setting. The job description is not designed to detail specific daily duties which the postholder may undertake. The job description is reviewed annually within the appraisal process and may be subject to change following discussion.
HR JD/PS 27.2.2014
Post Title: Operations Manager (Maternity cover) Applicant Number:
/ ESSENTIAL / DESIRABLE / EVIDENCEApplication, Presentation, Interview / Score at Shortlist
0-4 / Score at Interview
0-4
Experience
/ ESSENTIAL:· Line management experience of a substantially large team
· Proven Management skills required in order to create, maintain and enhance customer relationships
· Extensive experience of ESF funding and associated audit requirements on large scale regional projects
· Extensive involvement in ESF PFA audits within the last 3 years
· Experience of Project management
· Experience of managing multiple funded projects / · Application and Interview
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Education & Training / ESSENTIAL:
· GCSE L2 (A-C) standard or equivalent in English and maths
· Educated to degree level
· Excellent computer skills and proficient in excel, word, outlook, and access
DESIRABLE:
· Prince 2 (foundation & practitioner)
· Relevant management qualification
· Recognised IT qualification (e.g. CLAIT / ITQ L2 / ECDL/IBT2). / · Application
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Skills/Knowledge/Abilities / ESSENTIAL:
· An ability and willingness to uphold the Colleges Values and to promote these at every given opportunity
· Good 'people skills', for working with a range of people in a very professional manner
· Ability to communicate effectively with a wide range of clients/staff at all levels in a variety of formats
· Ability to effectively manage customer & staff relationships, promptly respond to queries, ensure promises are kept and manage expectations
· Ability to motivate and lead a team
· Excellent people manager, open to direction and collaborative work style and commitment to get the job done
· Ability to work as a part of a team, contributing and sharing best practises/ knowledge / resources and ideas.
· Motivated, goal oriented, persistent and a skilled negotiator
· Excellent organisational and time management skills
· Ability to cope with conflicting demands and to prioritise tasks
· Ability to work independently and on initiative with minimum supervision
· Ability to develop and establish Management Information Systems in a variety of formats
· Ability to use email, Internet applications, MS Windows operating system and tracking tools to support their role
· Ability to create and maintain accurate / accessible and organised documentation
· Demonstrated commitment to continued development of the unit
· Demonstrated ownership & accountability of responsibilities
· Demonstrated commitment & drive to tackling & resolving problems – followed through to completion
DESIRABLE
· Knowledge of appropriate other funding streams & initiatives &/or knowledge of appropriate methods of identifying other funding streams / · Application and Interview
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Additional Factors / ESSENTIAL:
· Committed to the principles of inclusiveness and equality and diversity
· Commitment to safeguarding and promoting the welfare of young people and vulnerable adults.
· Commitment to working in accordance with the College’s policies and procedures
· Must be committed to and uphold the College’s corporate values
· Commitment to participate in staff development
· Committed to developing the External Funding Unit, staffing and resources on a continued basis
· Daily use of car for essential business travel / · Application and Interview
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HR JD/PS 27.2.2014