Operations Manager

Operations Manager

We would love for the right person in this role to grow beyond the advertised salary with additional line management responsibilities after their first 6 months with us.

As our Operations Manager you will report to our Founder CEO and work closely with our management team with these responsibilities:

Talent Management policies and processes 

• Line management responsibility (note for HR related expertise required, you have speedy advice and support from our contractor, Peninsular, and the CEO)
• Ensure staff have what they need to achieve quarterly objectives, Review and enhance where needed our processes for staff annual appraisals
• Review and enhance any new step by step procedures for personnel related matters eg annual leave, sickness, performance reviews/ management, onboarding and off boarding
• Ensure HR policies when updated are centrally held in our staff handbook/ contracts
• Drafting contracts for new regular suppliers/ providers, Leading on recruitment drives for any new posts
• Working with a HR consultant and CEO, undertake a review of staff posts to establish salary bands and associated competency frameworks which post-holders can be assessed against to progress at YMI

Organisational administrative systems/ processes 

• Produce and implement an operational work plan to support our annual plan for services/ activities
• Review admin systems and processes and simplify them so that all team present and future can easily make use of them to progress their areas of work
• Ensure effective implementation and maintenance of our CRM system (including making sure colleagues are trained in how to use this to maximise communications and partnership building with our stakeholders)
• Ensure renewal and any adjustments required for our annual insurance policies 

Governance and IT 

• Provide governance support as required by our board of trustees/ CEO
• Produce quarterly reports on your areas of work for board meetings
• Work with the CEO to update the risk register to present at quarterly board
• Have oversight of our IT systems to ensure they are secure, effective and efficient for use
• Ensure GDPR compliance across all of our activities inc with safeguarding participants 

Finance 

• Work with the Finance Manager to ensure accurate financial records with QuickBooks (supervising administrator to make entries)
• Ensure processes you manage mitigate against any errors occurring when making payments to suppliers
• Lead on devising and managing budgets as required, Ensure implementation and efficiency of any new platforms used to help generate donations, including assessment of value of using these
• Ensure that any proposed changes to improve financial efficiency/ processes are surfaced to CEO in order to update our policies, Lead on managing any banking issues

Data collection for reporting to funders 

• Produce an annual plan which includes details of grant funding and reporting requirements against approved deliverables across grant periods
• Ensure that both quantitative and qualitative evaluation data is collected from Programmes Team at timely points across the year for submission to funders by the CEO

About you 

You will be able to demonstrate a head for simplifying and streamlining processes rather than complicating making them lengthier than they need to be

You’re an active listener with a disposition towards ensuring harmonious and respectful team working/ relationships

You will have excellent communication skills with a strong ability to be respectful and boundaried with all, even in high stress situations

You’re an experienced Operations Manager, and Line Manager, who can spin multiple plates and can apply common sense and judgement around how to prioritise tasks

You’re at your happiest when being able to support others - you take joy in providing colleagues with that they need to excel in their roles

You’ve excellent experience of managing external suppliers and line managing staff – eg have a good mix of EQ, empathy

You’re passionate about the work we do and share our values

You have strong financial acumen and have experience of managing financial processes and budgets

How to Apply

If you feel you’re a strong fit for the role and organisation, please email your updated CV and cover letter addressing the JD and people spec by clicking 'Apply now'.

Shortlisted candidates will need to be available for a 1 hour interview on the 6th June at our London office with our CEO and one of our trustees. We would love for the successful candidate to start asap, pending positive reference checks.

The closing date for applications is Monday 2nd June at 5pm.