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Operations Manager

3 months ago

Kennington, United Kingdom UK Music Masters Ltd Full time
Operations and Systems Manager
For our full Job Description & Person Specification, or to apply please click the apply button.

Reports to:
Chief Executive Officer

Direct reports :
None

Location :
A balance of remote working and working in Music Masters office (Kennington, London SE11).

A minimum requirement for office working is one day per week, currently Wednesday, although in this role additional time in the office will be necessary for successful delivery of the role.


Hours :
Full time (35 hours per week, not including 1-hour unpaid lunch break per day)

Salary:
£40,800

Pension :
Contributory Pension incl. 5% employer contribution
Benefits : 25 days annual leave + bank holidays + 3-4 days during office closure between Christmas and New Year, Employee Assistance Programme

Duration :
Permanent

Start date :
September, exact date to be negotiated

Application Deadline :
Monday 8 th July 2024 at 12pm

Interviews:
First round: Wednesday 17 th or Thursday 18 th July 2024.

Second round:
Wednesday 24th July 2024

Please note:

The successful candidate will be required to hold / apply for an Enhanced DBS check and complete annual safeguarding training.

About The Role

Working closely with our Chief Executive Officer, the Operations and Systems Manager would take a birds-eye view of our organisation to help us build a consistent, collaborative and centralised approach to how we work.

You would hold responsibility for developing and embedding operational strategies, processes, policies, and systems that meet our needs and help to support staff wellbeing.

This role includes a key focus on improving how we can better use and manage our digital infrastructure to increase the efficiency and effectiveness of internal processes and to improve our ability to engage and retain external audiences, enabling us to build our impact on a national scale.


Key areas of responsibility are as follows:

Day-to-day operational management of the Charity, including:
Resolving daily operational and administrative issues efficiently and effectively.

Taking initiative to enhance or develop, implement and embed effective systems and working practices, drawing from personal knowledge and experience and external examples of best practice.

Developing and refining our approach to hybrid working, ensuring systems and processes enable connection and creativity across the organisation.

This includes working closely with the HR and Finance Officer to ensure new and existing staff are appropriately trained and supported with ensuring a safe, comfortable and productive home working set-up.

Taking responsibility for managing our office space and working environment, ensuring it is fit for the organisations needs.

This includes everything from liaising with our landlord and tradespeople, ensuring compliance with the terms of our lease, maintaining required levels of tea, coffee, milk, stationery and other consumables, and making improvements to ensure a productive and effective working environment.

Ensuring technology (computers, printers etc.) is fit for purpose, safe, enables robust data security, and is properly recorded on Music Masters asset register.

Oversight of service level agreements, memberships and contracts with external suppliers and providers, regularly reviewing these to ensure that they are current, necessary, effective and delivering value for money, in collaboration with the wider team and with the CEO / Finance Director as appropriate.

This includes but is not limited to insurance and utilities.
Management of certain operational budgets, in collaboration with the CEO / Finance Director.
Oversight and administration of the Music Masters contact email inbox, voicemail inbox, and physical post.
The organisation of certain social events, and other team away days or Board strategic planning days.
Ensuring organisational risk assessments and operational policies and processes are kept up to date and fit for purpose.

The role-holder would have oversight of the policy review schedule, working with the CEO and appropriate team members to ensure policies are being regularly reviewed and that we are compliant with all relevant legal and regulatory developments including GDPR and Health and Safety.

Building effective business continuity measures, including developing and embedding a formal business continuity plan across the organisation.

Digital:


Overseeing day-to-day management of IT and communications infrastructure and usage, including ensuring IT and comms equipment, systems and processes are fit for purpose and enable strong connectivity internally and externally, liaising with IT and comms support agencies as appropriate.

In year one, leading a full review of digital processes, tools / platforms and systems used across the organisation, facilitating and overseeing a digitally enabled environment for efficiency and sustainable growth in accordance with MMs strategy.

This involves consultancy across the team and with external users, creating a brief for specialist consultancy / support to help us find the right solution(s), working closely with the appointed consultant to implement the solution(s), and facilitating or providing initial training and support for the team during implementation.

Providing or organising ongoing support and training beyond the digital review to ensure confidence across the team with using our new infrastructure to its full potential, helping us to work efficiently and effectively.

Ensuring digital processes are in place to enable the organisation to easily engage, onboard and manage new partnerships and project opportunities, and oversee administration within these areas of work.

Overseeing development of digital tools and resources such as IM IN and the Virtual Learning Environment used by Musicians of Change participants and graduates to improve usability, accessibility and engagement.

Oversight of policies and procedures that relate to IT and digital (e.g. Data Protection, Privacy, Cyber Security, IT)
Keeping up to date with the latest practices and trends in technology that may benefit Music Masters.
Data protection

Managing our data as the organisations Data Lead (currently titled Data Protection Officer), ensuring ongoing compliance with GDPR, focusing on appropriate, effective and safe data collection, usage and storage (online and offline), and helping to build the wider teams confidence with and understanding around best practice in data protection.

Governance

Supporting the CEO with general governance support including the organisation of quarterly Board meetings and Board development arrangements, meeting minuting where appropriate, updating Trustee information, and ensuring compliance with the Charity Commission, Companies House and any other regulatory bodies.

General
Undertaking relevant training, ensuring ongoing development of knowledge via conferences, reading and networking.
Being an advocate for and exemplifying Music Masters core values of excellence and inclusion.

Undertaking any other duties and reasonable requests that are in keeping with the nature of this post and / or the wider organisations needs.

This may include occasional evening and / or weekend work.
Who are we looking for?

We are looking for someone with relevant experience, who is confident leading and supporting others whilst being happy to take a hands-on approach within our busy organisation.

The successful post-holder will be passionate both about technology and how it can support organisations like ours to thrive, and enjoy finding solutions to improving efficiency and capacity within the team and our activity.

Essential skills, knowledge and experience
Strong experience of working in operational management, including health and safety and risk management
Robust administration skills, juggling a wide range of tasks and projects whilst working collaboratively and effectively within a busy and ambitious organisation
Excellent IT skills, with a solid understanding of how we can make the most of systems and platforms
Demonstrable experience in overseeing digital reviews and implementing and embedding new digital systems / processes into an organisation
Sound understanding of GDPR and the Data Protection Act and how this applies practically in organisations like ours, and charity best practice
The ability to work and communicate effectively and collaboratively with a wide range of audiences, including consultation with young people where appropriate
The ability to be flexible and responsive to this wide range of audiences, not least to creatively consider systems and processes that meet their needs
The ability to take a birds-eye, overarching view whilst remaining details-focused
Proven track record of effective workload management
Excellent attention to detail with strong time management and organisational skills
A creative and analytical approach to problem solving and the ability to take initiative
Strong interpersonal skills and a drive to support and encourage team members
Desirable skills, qualities and experience
Background and / or interest in music or the arts, arts education and / or social change
Experience of CRM database management and optimisation
Experience of negotiating with others, for example third-party suppliers
Experience of delivering training to others
Knowledge or previous experience of working in / with schools or in education, particularly in terms of safeguarding
Experience with conducting digital reviews
Experience of using digital products or platforms to deliver events or services
Good financial management skills and experience of devising and managing budgets
Hardworking, with a willingness to be flexible and hands-on
Values

A strong belief in the value of inclusion in music and willingness / ability to persuasively advocate for the benefits of a more diverse music sector.

This can come from direct personal experience or having observed the experiences of others.

We welcome applications from candidates who come from the culturally diverse communities we serve and are committed to building an inclusive team which reflects our society.

A desire and readiness to learn new skills to support the delivery of our work.

A commitment to ensuring our young people and stakeholders are meaningfully involved with our programme design, delivery and evaluation, and an understanding of the need to engage in ongoing reflection for personal and organisational learning.

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