REPORTS TO: the Trustee Board (Line Managed by the Chair)

REPORTS TO: the Trustee Board (Line Managed by the Chair)

JOB DESCRIPTION

JOB TITLE: Operations Manager

REPORTS TO: The Trustee Board (Line managed by the Chair)

SALARY: £29,250 (pro rata) + 10% Pension Contribution

HOURS: 30 hours per week

ANNUAL LEAVE: 25 days (pro rata) plus bank holidays

OVERVIEW: The Operations Manager is responsible for the effective operation of the charity and the achievement of operational strategic objectives within budget. Responsibilities include the smooth running of all day to day aspects of the charity’s service delivery and trading operations, including finances, relationships with funders and other stakeholders, human resources and facilities management.

MAIN DUTIES AND RESPONSIBILITIES:

Leadership, direction and management

  • Provide leadership, direction and management in relation to all aspects of the charity’s operations including service provision, volunteering and fundraising.
  • Prepare and implement operational plans which reflect the agreed strategy of the charity, and develop systems to monitor the progress of those plans.
  • Inspire and motivate employees and volunteers.
  • Encourage an environment of support, team work and collaboration.
  • Provide line management supervision to key employees, offering regular 1-1 support as appropriate
  • Ensure all employees are set annual objectives which are regularly reviewed and that they receive an annual appraisal.
  • Ensure all staff have the skills, tools and knowledge to fulfil their role and take action where gaps are identified by organising and facilitating training both internally and externally.
  • Ensure all staff and volunteers maintain a high standard of customer care at all times.

Development, quality and effectiveness of service delivery

  • Contribute to the strategic management, planning and leadership of the charity and develop ideas for future development.
  • Review and monitor the charity’s progress and achievements of operational targets and objectives against the organisation strategic plan.
  • Ensure that the charity’s services and operations are maintained at a high quality and professional standard.
  • Build and develop key relationships at local and area level with health and welfare organisations; with the aim of realising the opportunities these bring to further the work and reach of the charity’s services.
  • Develop and maintain a thorough understanding of other organisations’ services and operations within the area and work in a close co-operation with them to maximise the services and support available to the disabled community.
  • Ensure the charity services and operations continue to be developed on the basis of sound evidence of effectiveness and need within the community. To ensure that beneficiaries’ needs are met, that staff have confidence in their appropriateness, and that funders can be assured of their sound basis.
  • Monitor demand for services and manage resource allocation.
  • Ensure adequate risk assessments are undertaken as appropriate to each operational service activity and across the organisation.
  • Evaluate new initiatives and service delivery opportunities in accordance with the strategic plan.
  • Present clear project proposals, including funding details, for Trustee approval in relation to the establishment of any new areas of charity operations.
  • Manage all aspects of project exit stragey in line with funders requirement.

Finance and Fundraising

  • Ensure a high performing finance function exists within Disability Can Do.
  • Work closely with the Treasurer and Finance Officer to monitor income, expenditure and cash flow and ensure Disability Can Do’s budget and management reports are kept up to date.
  • Ensure that expenditure is properly approved, recorded and managed in line with agreed budgets and the policies of the organisation.
  • Enable the Treasurer to report to the Trustee board as appropriate through the timely production of financial management reports as necessary.
  • Work with the Treasurer and Finance Officer to ensure the production of an annual budget for approval by the Trustee board.
  • In conjunction with appropriate external bodies, contribute to the production and examination/audit of annual accounts to enable the Trustee board to fulfil its reporting remit and a published annual report which should reflect current trends and standards of reporting and include all legally required components
  • Through the provision of support and information, work with the Trustees to ensure internal financial controls are in place in order to minimise financial risk.
  • Work with the Trustees to identify funding and income generation opportunities, whilst fostering and maintaining good relations with all funders (actual and potential).
  • Undertake appropriate research and consultation to identify need and support funding applications.
  • Work with the Finance Officer to draft project budgets for funders.
  • Compile and submit funding applications and complete monitoring reports to ensure that all funder requirements are met (and demonstrated).

Communication

• Communicate a sound reputation for the charity to stakeholders, partners, our client group and the general public.

• Oversee the activity of the publicity & marketing sub group to ensure the effective external promotion of the charity and its operations

• Represent the charity in the wider context of the health and social care sector, and participate in partnership meetings and other forums as relevant.

• Ensure relevant information is communicated internally as appropriate.

• Keep the Trustees regularly appraised of all operational activities, staff issues, finance and other relevant matters via monthly reports.

Human Resources

  • Ensure good practice is maintained in respect of human resource management within the organisation.
  • Maintain and build on the strong shared sense of identity, culture and team work that already exists within the Charity.
  • Work with and support the executive Trustees to maintain, update and develop policies as required.
  • Manage the recruitment and induction processes for new staff, keeping the induction manual up to date, and acquainting each new member with their work setting and the standard policies and procedures with which they must comply.
  • Ensure that records are maintained of all staff annual leave, TOIL, other absences from the office, sickness leave and lateness.
  • Motivate staff to conduct themselves in accordance with the charity’s policies and procedures on a day-to-day basis and, where necessary, rectify any deviations fairly and equitably in accordance with our policies and procedures.

Information Technology

  • In conjunction with Finance Officer take responsibility for computer system including organising any maintenance and developments to the system.
  • Ensure compliance to Data Protection legislation
  • Ensure Disability Can Do has effective IT data security, back-up, maintenance and recovery plans in place.
  • Motivate, support and monitor staff in the use of IT, organise oversee and evaluate IT training.

Premises

  • In conjunction with the designated Trustee take responsibility for security, repairs and maintenance of premises and equipment.
  • Liaise and negotiate with external suppliers – including equipment lease agreements, insurance renewal and regular office checks (PAT, Fire Safety).
  • Overall supervision of cleanliness, hygiene and appearance of premises.
  • Ensure Disability Can Do complies with fire and health and safety regulations.
  • Ensure that health and safety procedures and delegated responsibilities are understood and implemented by all staff and volunteers.

To undertake any other duties that may be considered commensurate with the level of the post.

Person Specification: Operations Manager

KNOWLEDGE AND EXPERIENCE

Essential

  • Qualification in team leading and or management, such as an NVQ
  • Management experience in a voluntary sector or health or social care organisation (for at least two years)
  • Direct involvement in the development of strategy, business plans and organisational polices
  • Experience in managing and implementing quality systems to ensure high quality services are delivered and targets achieved
  • Direct involvement in the monitoring and evaluation of service delivery and their impact as well as reporting
  • Sound financial awareness and experience of managing and controlling budgets/resources/funding and an understanding of financial management procedures
  • Direct experience of health and safety management
  • Understanding of HR and other legal requirements of running a team and service operations
  • Direct experience of the UK voluntary fundraising environment, encompassing community fundraising, Trusts and Foundations
  • Experience of staff management, including personal development and objective setting (for at least two years)
  • Experience of working with and managing volunteers
  • Experience of managing training/skills based projects
  • Experience of marketing and promoting services to increase awareness and support
  • Understanding of operating trading enterprises that generate revenue

Desirable

  • Management experience in an organisation that supports disabled people and their carers
  • Knowledge and understanding of working with older and vulnerable adults
  • Commercial management experience running trading enterprises that generate income such as retail and training services

SKILLS AND ABILITIES

Essential

  • Committed, self-motivated and able to prioritise work in a self-directed manner
  • Strong leadership ability to enthuse, inspire and motivate others in order to ensure the objectives of the Charity are achieved
  • Ability to think strategically and generate ideas and plans to achieve goals
  • A as part of a team, including ability to network and develop and build good working relationships with stakeholders and partners.
  • Excellent organisational, written and verbal communication skills
  • Ability to network and communicate with a wide range of personnel including healthcare professionals, commissioners, charity representatives and fundraisers.
  • Highly professional approach to all tasks
  • Ability to work under pressure, managing competing priorities, and ensuring deadlines are met.
  • Good organisational, administrative and time-management skills.
  • Ability to manage conflict effectively
  • Commercially aware with good understanding of marketing and service development
  • Computer literacy in dealing with standard MS Office packages, including spreadsheets.

Desirable

  • Welsh language
  • Full driving license
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