Business Operations Manager

2 weeks ago

Wolverhampton, United Kingdom The Way Youth Zone Full time

As the Business Operations Manager at The Way Youth Zone, you will play a pivotal role in ensuring the efficient and effective functioning of our organisation with responsibility for back office functions, including facilities and infrastructure, volunteering, reception & administration and catering. As a member of the Senior Leadership Team, reporting directly to the Chief Executive Officer, you’ll lead a team and contribute to the overall success of our vibrant youth zone.

We are looking for an experienced and professional Business Operations Manager/Office Manager who is passionate about making a positive difference in young people’s lives, a problem solver who enjoys working in a fast paced and varied environment with: 

  • a robust working knowledge of policies and procedures relating, but not limited to, Data Protection, Human Resources, Health & Safety, Safeguarding;
  • experience in operational and people management;
  • an understanding of systems (for example CRM platforms or data bases such as Salesforce, 
  • time and attendance platforms such as Breathe HR, and other software for room bookings, 
  • health & safety etc.)
  • a willingness to learn and grow

    Business Operations Manager Responsibilities:

    Administration and Reception:

  • Overall responsibility for the management of the ‘back office’ or non-delivery function, including ensuring resources and facilities are adequate (Youth Zone’s communications, office management & safe office environment).
Establishing and maintaining appropriate office administrative systems, which may include supporting the delivery team to meet reporting requirements, and training the staff team in using all systems effectively and accurately. Developing, reviewing, and updating policies and procedures and ensuring they are understood and observed Oversee reception services, ensuring a positive experience for all visitors, in collaboration with the Reception Lead. Implement data protection protocols for sensitive information. Ownership of full recruitment processes; ensuring managers adhere to safer recruitment practices. Setting up and maintaining employee personnel files, in line with appropriate data/HR legislation. Providing an effective and efficient secretariat service to the CEO and Board of Trustees

Facilities & Infrastructure:

To work alongside the Facilities Manager, Catering Manager and Head of Youth Work to ensure a high standard of Health and Safety and compliance at the Youth Zone. Develop and execute long-term plans for facility maintenance, upgrades, and expansion. Allocate resources efficiently to maintain a safe and welcoming environment for members and staff. Collaborate with external vendors for repairs, security, and facility improvements. To take a creative and enthusiastic approach to making The Way Youth Zone a valued facility in the locality. Promote eco-friendly practices within the facilities.

Catering:

Ensure high-quality food services that meet health and safety standards in collaboration with the Catering Manager. Work closely with the Catering Manager to create diverse and nutritious menus. Oversee and monitor catering expenses and negotiate contracts with suppliers. Enhance the dining experience for youth members and staff in collaboration with the Catering Manager.

Volunteer Management:

Develop a robust volunteer recruitment strategy in collaboration with the Volunteer Coordinator. Provide ongoing training and support to volunteers, where required Oversee the establishment of recognition initiatives to appreciate volunteer contributions. Coordinate volunteers’ tasks and schedules in collaboration with the Volunteer Coordinator

External IT Support:

Collaborate with external IT service providers to maintain hardware, software, and network systems. Ensure data security and compliance with privacy regulations. Develop IT disaster recovery plans.

Direct Staff Management:

To provide line management to the Catering Manager and the Facilities Manager, with a focus on the back office and administrative process needed for these roles to succeed. To provide line management to the Volunteer Coordinator, who will be responsible for the safer recruitment, training and stewardship of a large cohort of volunteers. To provide line management to the Reception Lead who in turn may manage the Youth Zones reception team. Regularly assess staff performance and provide constructive feedback. Identify growth opportunities for team members. Address any interpersonal issues within the team. Promote and organise staff development and training, in partnership with the Safeguarding, Training and Impact Manager

Senior Leadership Team:

To be an active member of the team and deliver a focused, measurable contribution to the Youth Zone’s overall strategic plan operating in line with WEST Youth Zones and OnSide’s values and principles. Overall responsibility for ensuring the HR online system is being utilised effectively Work closely with other departments (e.g., Delivery, Fundraising) through your direct reports. To be alert to issues of safeguarding and child protection, ensuring the welfare and safety of Youth Zone members is promoted and safeguarded, and to report any child protection concerns to the Designated Safeguarding Leads using policies, procedures, and practice (training to be provided). Liaising with and working alongside the OnSide support team and engage with the wider Network of 14 other Youth Zones. To assist with any promotional activities and visits that take place at the Youth Zone, positively contributing towards increasing Youth Zone membership. As part of the management team, to deliver a focused, measurable contribution to the Youth Zone’s overall strategic plan. To carry out any other reasonable duties as requested by the Chief Executive

Skills and Knowledge Criteria:

Proven experience in senior administrative roles within a busy office environment Experience of operational management & line management responsibility for a varied staff team Experience of providing support at Board or Chief Executive level Excellent organisational and communication skills The ability to manage office systems and contact databases, to set them up and to use them effectively (for example MS Systems or Salesforce)  A working knowledge of Excel and ability to compile spreadsheets, prepared reports and scrutinise data Excellent communication skills with ability to establish a rapport and communicate effectively with stakeholders- at all levels and from all sectors The ability to work under pressure to cope with multiple demands and deadlines, to work fast and to a consistently high standard Be able to write fluently, to think clearly and to grasp new concepts quickly. To be fully IT literate Ability to pay attention to detail, be thorough and organised Ability to work on own initiative and as part of a team Evidence of ongoing professional development (for example HR procedures, safeguarding, health & Safety, management) A willingness to work flexibly to meet business needs A willingness to cover events, holidays and staff absence  Enhanced DBS clearance and a commitment to Safeguarding children Experience with the charity or service sector Experience minute taking  A qualification relevant to the role (Business Administration, CIPD etc.)

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