Support Services ManagerJob Description
Job Advert
Support Services Manager – (part-time)
Family Voice Surrey is looking for an experienced systems and people manager to lead on the operational systems, processes and policies that underpin their scoping and participation work with education, health and care partners in Surrey. If you are passionate about ensuring the voice of parent carers are heard and help to shape services for their children with additional needs, then join us.
Family Voice Surrey, a small registered charity, champions the needs and rights of SEND families in Surrey: families with children or young adults up to the age of 25 who have special educational needs, chronic illness, including mental health conditions, or disabilities. We know parent carers are the best people to help identify any problems families experience with getting the right support for their children and to define and shape services to meet needs.
In this multi-faceted, hand-on role as support services manageryou will run (and develop and implement as required) the operational systems, processes and policies necessary to underpin and support Family Voice’s team and core work, covering:
- Facilities and IT
- Finance
- Human resources,
- Governance support
- Membership services
- Funding
- Events
- Comms
For a job description and person specification and details of how to apply,email or call 01372 705708. Please note this is a part-time role for 22.5 hours/week, to be worked over 3to 5 days. Family Voice Surrey is a family-friendly employer, offering flexible working and 27 days annual leave (FTE).Salary Scale:£24 - £28,000FTE pro rata for nominal 22.5 hours (3 days) per week
Closing date: 19thJanuary 2018
Interviews w/c 22thJanuary 2018
Job Description
Post:Support Services Manager(part time)
Salary Scale:£24 - £28,000FTE pro rata for nominal 22.5 hours (3 days) per week
Responsible to:Chair of Trustees
Responsible for: running (and developing and implementing as required) the operational systems, processes and policies to underpin and support Family Voice’s team and core work
Direct reports:To be developed
Liaising and co-ordinating with:Participation Managers; for finance – with Treasurer
Part of: Operations Committee
Purpose and scope of the job
Family Voice Surrey champions the needs and rights of SEND families in Surrey: families with children or young adults up to the age of 25 who have special educational needs, chronic illness, including mental health conditions, or disabilities.
Family Voice Surrey, a smallregistered charity, is Surrey’s parent carer forum. We know parent carers are the best people to help identify any problems families experience with getting the right support for their children and to define and shape services to meet needs.
This post will:
- Run (and develop and implement as required)the operational systems, processes and policies to underpin and support Family Voice’s team and core work: coveringfacilities, IT, finance, human resources, governance support, membership services, funding, events and communications
- This is a multi-faceted, hands–on role
Key duties and responsibilities
Facilities
•Managing and undertaking all aspects of the day to day running of the charity’s office and office systems, including office procedures/processes and compliance, development and maintenance of the office premises and including security
•Lead on preparing, placing, managing and reviewing contracts and agreements with other third parties and suppliers.
•Ensure FVS complies with health & safety legislation
IT
•Undertake the role of Data Protection Officer and ensure that forum complies with The Data Protection Act and any relevant data protection legislation
•Manage all IT issues, including accessible document templates, digital filing, website updates and other online systems such as Facebook and twitter.
•Create and manage membership database and security systems, (with internal and external support)
Finance
•Managing bookkeepingbanking, and payments (including payroll & PAYE)with support staff (internal or external)
•Managing cash flow: banking and cash deposits, bookings and payments (including payroll & PAYE).
•Support the Treasurer in preparing regular management accounts.
•Key contact for the Chair, the Treasurer, external accountants and bank.
•Leading on preparing budgets, obtaining budget approvals and managing budgets and the allocation of budgets between restricted and unrestricted income.
Human Resources
•Ensure charity complies with all Employment and Health & Safety legislation and its own HR policies, in consultation with the Chair and utilising any external, professional advice where required
•Process monthly payroll and PAYE reporting and expenses (with payroll company)
•Ensure records of salaries, leave, staff expenses, supervision and training are properly maintained
•Manage recruitment process for staff and volunteers and trustees.
•Manage DBS process for all staff and volunteers
•Organiseinduction, and induction training and general training for staff, volunteers and trustees and lead on developing such training
Governance Support
•1st point of contact for Family Voice’s Board of Trustees.
•1st point of contact for any complaints or issues from members, external bodies or the public.
•Lead on managing charity governance, including insurance and policy updates and additions, and any certifications required.
•Organise drafting of the Annual Report and other statutory reporting requirements, and submitting same after approvals.
•Arrange Board meetings and conference calls
•Assist the Chair and Operations Committee in producing timely papers for Board meetings including liaison with any external providers such as finance.
Member Services
•Support and liaise with the charity membership (all classes) and identify with Participation Managers, opportunities for membership support, involvement and training
•Lead on planning and production of on – line half – termly newsletters
•Lead on content updating and refreshing of charity website
•Work with the Chair and Management Committee on ways to further grow membership of parent carers, associate and partner members, and to build and maintain effective relationships
•Provide pastoral care and support for the charity’s representatives and volunteers including social events
Fundraising
•Lead on grant applications/ reconciliations to Contact (DfE) and Surrey Commissioners and Districts and Boroughs
•Lead on setting up Gift Aid registration and online giving systems.
Events Management
•Lead on the charity’s development and planning for the annual programme of events, including the Annual Meeting, AGM and [4] other parent carer events
•Lead the practical organisation and running of the events including venues, speakers, accommodation and travel, marketing, sponsorship, communications and publicity
Communications
•Lead on and co-ordinate the charity’s internal and external communications, across all work areas, including producing newsletters, and other communications via post, the website (s), blogs, social networking sites and other digital media
•Advise on and provide digital media management
Person Specification – Support Services Manager
As part of your written application you will need to demonstrate and provide evidence of the following criteria in your written application. Please include voluntary, unpaid and paid work.
Essential / DesirableExperience
At least 2 years office management experience (desirable preferably in a charity/ Third Sector organisation) / / ()
Proven experience of small charity legal and regulatory obligations /
Experience of working in a small team and having the ability to work alone using personal initiative, to manage own workload but to ask for help where necessary. /
Working knowledge of health & safety, risk assessments and regulations and safeguarding issues. /
Experience of managing staff and volunteers /
Experience in management and delivery of meetings, conferences and events /
Experience of managing projects/teams/services /
Experience of working with Microsoft Office programmes: Outlook, Word, Excel, PowerPoint /
Successful track record in charity/ Third Sector fundraising, writing bids /
Experience of working with children and young people /
Experience of marketing, graphic design and website management. /
Skills and Abilities
Excellent administrative and organisational skills /
Proven skills in communicating simply, effectively and diplomatically to a wide range of people in a variety of situations /
Ability to work flexibly within a small team /
Ability to manage own time and prioritise tasks and raise issues or seek help where appropriate /
Excellent oral and written communication skills /
Excellent IT skills: MS office, Apple Mac systems, databases, website management and social media management. /
Experience of bookkeeping and accounting issues relating to a small charity /
Strong interpersonal skills and experience of working well with others at all levels (desirable preferably in dealing with children and young people who may have physical, mental or behavioural difficulties). / / ()
Ability to deal with challenging personal issues discretion and the proper level of concern /
Knowledge and Qualifications
Educated to Degree Level or equivalent /
Maths and English GCSE Level or equivalent /
Good standard of both written and verbal English /
Understanding of the needs of SEND children and adults (including their carers) and how to maximise their independence /
Understanding of key legislation and guidance impacting on disabled children and young people /
Other requirements
Commitment to, and empathy with, the aims and objectives of Family Voice Surrey /
Able to work occasional evenings and weekends /
Willingness to travel across Surrey /
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