Operations Manager

Main purpose of post 

You will manage Survive’s daily operations to keep the organisation compliant and functioning efficiently and to lead on specific projects to further the organisation’s mission and strategic aims.

You will attend regular meetings with the CEO, be an active member of the Senior Management Team (SMT) and attend other internal meetings and working groups.

 

You will also be instrumental in the Client Journey working group and their work to streamline and improve services. Where necessary, you will represent Survive at external meetings and working groups. 

You will be responsible for the completion of timely performance reports to the Board of Trustees and internal working groups. This role will also provide statistics for internal/external use as/when required.

You will oversee a number of internal projects and external pilot projects.

 

Outline of main duties 

The following is a summary of the key responsibilities of the post. It is not intended to be an exhaustive list, and the post-holder may be required to carry out other duties which are appropriate to the scale and nature of the job role. 

 

Operations:

o   ensuring that key tasks and our contractual obligations are being fulfilled. You will ensure accurate and appropriate record keeping across the team on our database, Charity Log.

o   working with the SMT on an organisational design structure which meets the needs of our growing service

o   attending SMT and Client Journey working group meetings to discuss and resolve organisational challenges and help address ‘bottlenecks’ in service provision’

o   taking responsibility for premises including the Micklegate office and remote counselling locations. Includes liaison with the landlord, booking rooms and inspecting premises to ensure they are suitable for counselling

o   taking responsibility for health and safety in our York office

o   compiling risk assessments for the York office, satellite locations, home workers and external events and activities.

 

IT and phone systems

 

o   providing training and support on IT and Survive’s systems and software to staff, volunteers and trustees.

o   liaising with Survive’s IT and phone/broadband suppliers regarding upgrades, service continuity, security and risk management

o   answering first line technical questions before escalating to Fusion Systems

o   controlling system access permissions to software applications and Sharepoint folders

o   setting up new and managing existing software applications to ensure Survive is making the best use of technology to assist with organisational efficiency

o   being responsible for the purchase, upgrading, maintenance and disposal of IT hardware and mobile phones within approved spending limits, and preparing costed proposals for Board approval, where necessary

 

Policies and procedures

o   You will follow Survive policies and procedures including (though not limited to) Safeguarding, Health and Safety, Confidentiality, data protection and information sharing

o   You will monitor the data that Survive holds for clients in order to comply with the organisation’s confidentiality policy and with UK GDPR including responding to third party disclosure requests and Data Subject Access Requests (DSAR) from service-users, former service-users and third parties

o   You will contribute to the maintenance and development of Survive’s policies and procedures

 

Resources

o   ensuring that Survive obtains value for money and works to achieve efficiency by reviewing practices, systems and processes and making changes and recommendations where necessary

o   managing the procurement process for insurance, leases, suppliers and contracts in order to get the best value and to meet the needs of Survive

o   attending the Finance and Resources sub-committee meetings to advise on contracts and suppliers

 

Projects, monitoring and evaluation

o   attending external meetings with funders, partners and commissioners where required, and where necessary, provide monitoring and evaluation reports

o   attending working groups to represent Survive

o   liaising with partners to develop and secure funding for pilot projects and be responsible for ensuring key milestones are met and the production of regular monitoring and evaluation reports

o   providing reports to the Board of Trustees including Survive’s performance against Key Performance indicators (KPIs)

o   You will plan and deliver specific projects, working with internal and external stakeholders and reporting on key outcomes and deliverables. For example, you will maintain existing accreditations (e.g. The Survivors’ Trust) and work towards gaining new accreditations (e.g. BACP)

 

Person Specification – Operations and projects manager 

   

Qualifications 

• You will have a good standard of general education and ideally a qualification in one or more of the following areas: business administration, project management, charity management

 

Operations 

• Experience of procurement and managing supplier contracts

• Working knowledge of Health and Safety legislation and UK GDPR
• Ideally, you will have worked or volunteered in the charity sector 

 

Team relationships 

• Able to deliver training, as required – especially IT training 

• Able to work effectively as part of a team and create, build and sustain good working relationships 

• Ideally, experience of managing change and supporting a team in embracing new ways of working 

 

Experience, knowledge and skills 

• You will have excellent IT knowledge and skills and be able to support the team. You will have experience of Microsoft Office applications and computerised client databases (we use Charity Log)
• You will have ideally have experience of delivering contracted services
• You will have experience of maintaining and enforcing boundaries, adhering to policies and procedures and handling sensitive information  
• Ideally you will have some knowledge and understanding of issues relating to rape, sexual assault and child sexual abuse, and its impact on survivors

 

Projects, monitoring and evaluation

• Experience of overseeing pilot projects, ensuring key milestones are achieved
• Experience of compiling performance, monitoring and evaluation reports
• Able to research, analyse and summarise information 

• Ideally have experience of overseeing external accreditation processes

 

Personal  

• An interest in the work that Survive does to support survivors of sexual trauma  

• A commitment to uphold and work towards Survive’s values including active promotion of equal opportunities, diversity and inclusive practices 

• Able to work independently and prioritise work effectively to meet demanding deadlines 

• Able to liaise effectively with statutory and voluntary sector partners and build good working relationships 

• Excellent listening skills; written and verbal communication skills

• A flexible approach to work and problem solving and ‘can do’ attitude to get things done 

  

 

Priorities for the first 6 months – what you will be working on:  

• Getting to know the Survive team 

• Getting to know key external contacts
• Review of Survive’s suppliers and contracts, including our telephone and video calling needs to ensure we are getting the best value for money
• Review of internal processes as part of the Client Journey group

• Become confident in the use of our client database Charitylog in order to produce reports and statistics
• Understand pilot pathways from NHS and East Riding of Yorkshire 

Where possible, interviews will be held on Tuesday 22nd April in York