York Mind Head of Operations

JOB DESCRIPTION
Job Title:
/
Head of Operations
Hours(including working days)
/
4 days per week (30 hours)
Salary:
/
£31,000 pro rata
Responsible to:
/
Chief Executive Officer
Responsible for:
/
Training Manager, Office and Facilities Manager, Volunteers
Primary Base:
/ Highcliffe House, Clifton, York
Aim of the post: /
This is new post for York Mind and aims to ensure that the organisation has the correct operational infrastructure and capacity to continue our growth and development.
Main deliverables:
1.To provide HR management and administration for all our staff and volunteers including recruitment, induction and ongoing personnel administration support.
2.To manage and coordinate any “special projects” as required. This might include building renovations, acquiring new premises, large scale IT and telecommunications projects.
3.To provide line management and project development support for the Office and Facilities Manager and the Training Manager
4.To lead on Quality Assurance within the organisation
5.Create and maintain an environment of continuous improvement and efficiency.
6.To be an active member of the Senior Management Team
Main duties:
A)To work within the aims and objectives of Mind
  • Ensure a commitment to Quality Management in Mind working within the policies and procedures of York Mind.
  • Ensure the organisation is able to meet the requirements of the Mind Quality Mark and other applicable quality assurance schemes.
B)Management and Teamwork
  • Manage the Office and Facilities Manager and work alongside this role on one-off, large-scale building related projects.
  • Manage the Training Manager and support this role with the growth and expansion of this income-generating service.
  • Engage with line management, supervision, training and development as per York Mind policies and procedures.
  • Attend staff team and senior management team meetings and participate in the work of the team.
C)HR
  • Ensure our HR management systems are fit for purpose and have the capacity to support organisational growth.
  • Manage and deliver, in conjunction with project managers, the recruitment and induction process for all new staff and volunteers.
  • Ensure that the Staff Handbook and organisational policies are regularly reviewed and kept up-to-date.
  • Ensure that the systems for recording sick leave, holiday leave and training are maintained and remain suitable to support organisational growth.
  • Provide ongoing HR support forstaff and volunteers.
  • Provide volunteers with information that they need to fulfil their roles, or to enable them to acquire such information for themselves.
D)IT and Data Protection
  • Ensure that the organisation complies with current data protection legislation.
  • Develop and maintain the systems for recording organisational statistics to ensure effective systems and procedures are in place to deliver timely and accurate information to report on funding contracts and to evidence outcomes.
  • Maintain a strategic oversight of the organisation’s website, IT and telephone systems.
  • Liaise with our IT and telephone contractors to ensure the IT systems, website and telephone system run smoothly,are up-to-date and maintained in good working order.
E)Facilities Maintenance and Health and Safety
  • Support the Office and Facilities Manager to ensure the building and offices are maintained to a high standard and operate within current fire and health and safety legislation.
  • Ensure suitable procedures are being followed to safeguard the health and safety of staff, volunteers and service users.
  • Maintain an awareness and observation of Fire and Health & Safety Regulations.
  • To keep up to date with key legislation.
F)Finance and Administrative
  • Ensure that expenditure is incurred within agreed budgets.
  • Lead on risk management and the maintenance of the risk registers.
  • Liaise with our third party service suppliers, for example, telecommunications, utilities and photocopiers to ensure we are receiving the most appropriate and cost-effective services.
  • Ensure that records are kept in the required manner.
G)Other Responsibilities
  • Be a key holder
  • Provide a telephone on-call service for 3.5 hours one Sunday in every five.

Essential qualifications: /
N/A

The post holder will carry out any other duties, which are within the scope, spirit and purpose of the job as requested by the line manager.

If duties and responsibilities change, the job description will be reviewed and amended in consultation with the post holder.

May 2017