Operations manager

Job term: Part time, 75% (24 hours) over three days per week

Salary: £43,920 FTE (£32,920 for 24 hours per week) plus attractive benefits

Location: One day in office in SW4 and two days remote

 

Closing date: 10:00 on 09 December 2024

Interviews: w/c 16 December 2024 (in-person preferred but remote options available)

Start date: Monday 27 January 2025

 

Supported by some of the world’s leading philanthropic foundations, Alliance Publishing Trust (APT) is a registered charity and a publisher of coverage of global philanthropy across print, digital, and events, including our flagship quarterly publication Alliance magazine.

 

APT aims to create a culture of collective involvement where all team members can contribute to both the direction and processes of the organisation. We aim to be a fluid organisation, being able to introduce new ideas in quick time, enabling us to punch above our weight and deliver impact at a level beyond our size. APT is proud to be both an accredited Living Wage Employer and 4-Day Week Employer.

 

We are currently seeking a motivated and confident individual with excellent organisational and inter-personal skills who is looking for an opportunity with real agency to help lead the next phase of development of our growing staff team in the new role of operations manager.

 

Working with the executive director you will take a proactive approach to ensuring that the policies and practices of APT not just meet legislative requirements but push the boundaries of best practice and play a central role in maintaining and developing a strong and vibrant workplace culture. Building on existing practices you will look to introduce new or improved policies that centre the wellbeing of staff. You will manage the people and culture budget to deliver a creative and thoughtful package of benefits and development opportunities for all employees. You will help deliver an annual EDI programme and organise an annual all staff workshop with a view to fostering a culture of inclusion and collaboration. You will also support the organisation by delivering key functions across finance, governance, and office management.

 

The successful candidate will have a bold and imaginative approach to people & culture, a strong commitment to staff welfare and healthy work life balance, a strong understanding of and commitment to EDI, excellent communication and interpersonal skills with the ability to forge good relationships across the organisation. The successful candidate will also have excellent organisation and time-management skills, and be a willing participant in all APT discussions and play an active role in driving the organisation forward.

 

To apply, please send a CV and short cover letter to David Drewery by 10:00am on Monday 09 December. We are a small organisation and only successful interview candidates will be contacted. If you have questions about the role, please contact us by email.

 

Main responsibilities

People & culture

·        Working with the executive director to take a proactive approach to ensuring that the policies and practices of APT not just meet legislative requirements but push the boundaries of best practice to create a positive work environment

·        Working with the executive director and trustees to annually review existing policies

·        Maximising the organisations resources to deliver a considered and valued employee benefits package in line with our organisational values

·        Managing the people and culture budget including staff benefits and development

·        Maintaining and developing the APT staff handbook

·        Working with the designated EDI lead to foster a culture of inclusion and deliver an annual EDI programme for the organisation

·        Organising an annual all-staff workshop

·        Being an approachable point of contact for all staff members for questions on personnel processes and procedures and maintaining a strong knowledge of the organisation and the support available if needed

·        Working with managers to manage the employee cycle including co-ordinating the recruitment process, delivering inductions and processing leavers.

·        Ensuring all personnel records – of staff and contractors – are accurate and up to date

 

Financial administration

• Processing of invoice payments, including international payments
• Conducting weekly reconciliation of all income and expenditure via Sage Accounts
• Processing monthly payroll via Sage Payroll including APT’s pension provision
• Processing quarterly VAT returns via Sage Accounts
• Conducting an annual review of suppliers to ensure good value for money for the charity
• Work with the executive director to ensure that the charity’s financial systems comply with statutory requirements

 

Governance & Risk

·        Providing appropriate risk management by maintaining APT’s risk register and register of interests and ensuring adequate insurance provisions are in place

·        Working with and supporting the work of the trustee Governance & Risk committee

• Support the executive director to ensure the annual submissions to Companies House and the Charity Commission are made in good time

·        Supporting the executive team in preparation for twice annual trustee meetings and with new trustee recruitment and inductions

 

Office management

• Maintaining APT’s health and safety policy and associated risk assessments ensuring legislative compliance

·        Maintaining the supplies and facilities required to ensure a smoothly functioning office

·        Co-ordinating the once a month administration assistant and their work

 

General

·        Attending team meetings and being an active team member and contributing ideas to the long-term development of Alliance

·        Working on required tasks relating to any other APT projects

 

 

Person specification

Essential

·        Professional experience working in a HR or people and culture role

·        A strong commitment to staff welfare and healthy work life balance

·        Knowledge of personnel policy legislative requirements but with a desire to push beyond them

·        A strong understanding of and commitment to EDI

·        Excellent communication and interpersonal skills

·        Ability to forge strong relationships with colleagues

·        Excellent organisation and time-management skills

·        Ability to work independently

 

Desirable

·        Experience of using Sage software or similar

·        Experience working in the charity sector and understanding of associated governance requirements

·        Understanding of charity accounts and budgets

·        Experience of recruitment

·        Experience of using Office 365 programmes

·        Awareness of the philanthropy sector

 

 

Workplace benefits

Including, but not limited to:

·        Four-day work week

·        Flexible working, both in terms of times and location

·        Equivalent of 7 weeks of annual leave (including Bank Holidays) rising to 8 weeks depending on service

·        Enhanced pension

·        Life assurance

·        Enhanced occupational Sick Pay

·        Enhanced parental policies

·        Critical illness insurance

·        Health cash plan for items such as dental and opticians

·        Monthly physical wellbeing stipend

·        Mental wellbeing support app

·        Interest free season ticket loan

·        Interest free tenancy deposit loan

·        Travel insurance

·        Employee volunteering day