We are very excited to be working with an exciting local charity which is on a mission to provide help and resources that make a tangible difference in the lives of the young people they serve. Our client is currently hiring for an Operations & Office Manager to join their team.
The role
The successful applicant will be a key member of the Senior Management Team, you will be responsible for ensuring the efficient, cost-effective, and smooth operation of all administrative systems and facilities. This role focuses on creating safe, compliant, and comfortable workspaces and ensuring our systems are efficient and fit for purpose.
Main Responsibilities
Leadership and Management
Support the Head of Operations, Facilities, and Business Officer, and relevant administrative staff to ensure our hubs are functioning safely and efficiently.
Contribute to the Senior Management Team to achieve long-term goals as outlined in our strategic plan.
Line manage designated team members and support recruitment and induction of new staff.
Collaborate with the Head of Operations on budget management, including reporting and monitoring.
Foster a team culture aligned with the company values: young-people-led, inclusive, collaborative, and striving for excellence.
Health & Safety, Facilities, and Best Practice
Embed excellent best practices and safe working procedures through research, inductions, training, and a culture of responsibility.
Develop, implement, and update relevant policies (e.g., Health & Safety, Emergency Response, Environmental, Equipment Use, Lone Working) ensuring they are robust and well-understood.
Ensure all hubs comply with health and safety best practices and legislation, including first aid, fire safety, and PAT testing.
Collaborate with Hub-based Senior Managers to write, implement, and update risk assessments.
Promote best practices regarding environmental standards.
Assist the Head of Operations in coordinating major moves and new spaces, maintaining primary relationships with landlords.
Develop a framework for sharing our spaces with partners to cover costs and promote collaborative working.
Oversee and support the Facilities and Business Officer and hub admins in resource management, contractor management, and compliance with health and safety standards.
Administrative Systems
Ensure robust and integrated administrative systems across the business, providing training and support for relevant staff.
Lead the procurement process for new contractors and oversee SLAs with existing system contractors.
Support and provide frameworks to administrators, ensuring they are well-equipped to support their teams.
Troubleshoot and develop solutions for issues with SLAs or systems.
Play a key role in new system development, leveraging internal and external expertise.
Oversee and support the Facilities and Business Officer and hub admins in IT equipment management, ensuring staff are well-resourced and trained.
Maintain and secure systems like SharePoint, ensuring data safety and system efficiency.
Organisational Responsibilities
Support Senior Leadership with strategic planning around digital transformation and system management.
Collaborate with the SMT to promote a culture of ownership and pride in hub environments, contributing to safe and pleasant workplaces.
Develop a specialised team capable of impactful work, using creative approaches to workflow and staff engagement.
Work with the Head of Operations and the Trustee Board to enhance our Environmental
framework, meeting local standards and measuring impact.
Additional Duties
Represent the Head of Operations in internal or external matters as appropriate.
Participate in a variety of events including staff meetings, strategic planning sessions, away days, training days, and AGMs.
Perform any other duties relevant to the role as agreed by the manager.