Operations Manager

3 weeks ago

Hatfield, United Kingdom hr-inspire Ltd Full time

**Job Title: Operations Manager**
**Salary**: £35,000 per annum (or pro rata depending on hours)
**Working Hours**: Full time (but will consider 4 days per week)
**Location**: Hatfield (hybrid working)

**Herts Young Homeless** is an independent charity and has been supporting vulnerable people in Hertfordshire since 1998. We are professional, passionate, collaborative and supportive charity that provides guidance to everyone who is in needof support.

We are looking for a brilliant **Operations Manager** to update and lead our back office functions, giving our passionate team the best environment to work in. Willing to roll their sleeves up one minute and provide strategic leadership thenext, they will be a great people person and problem-solver with excellent organisational skills. These are exciting times at hyh: we have a new strategy to educate, support and advise 40,000 young people by 2026. And we have a new set of values - big-hearted,open and expert. If that sounds like you then get in touch.

**What can we offer you?**:

- 25 days annual leave per annum (in addition to Bank Holidays & Public Holidays)
- People's Pension Plan contribution
- Group Life Insurance plan
and many more

**To hear more about the opportunity, contact us or send over a copy of your CV, along with a covering letter**

**Role Responsibilities**:

- Manage our governance processes with trustees, including drafting agendas, coordinating papers and reports, managing Board and sub-committee meeting schedules and minuting Board and sub-committee meetings (~15 meetings a year).
- Maintain and update trustee records and registers, including Charity Commission and Companies House registrations.
- Manage our policies and procedures and oversee the annual cycle of policy reviews.
- To oversee the provision of administrative support to the CEO including planning and scheduling meetings, complex diary management, etc.
- Oversee our IT support contract with our external provider, ensuring we receive an excellent service and are future-proofed wherever possible.
- Manage our internet, landline and mobile phone contracts
- Ensure we have accurate IT asset records, incorporating changes in starters and leavers.
- Be the back-up administrator for our Salesforce CRM database.
- Keep the office running smoothly, including placing stationery orders, ensuring post is collected and sent out and keeping facilities and equipment in good working order.
- Manage the relationship with our landlord.
- Manage our insurance contract(s) ensuring we have relevant cover, appropriate to our needs and coordinate the annual renewal cycle.
- Be first point of contact for all Health and Safety and facilities queries from staff and volunteers.
- Oversight of Health and Safety and facilities at our Future Roots house.
- Manage our Health and Safety administration, including minute taking for the H&S committee meetings.
- Conduct Work Station Assessments and co-ordinate routine maintenance of electrical and IT equipment, including PAT testing, annual leases, utilities reviews.
- Update and oversee our data protection systems, processes and training for ensuring GDPR compliance, including ensuring we have the right resources in place to do so effectively.
- Manage our process for reporting data breaches to the Information Commissioner’s Office.
- Line manage our HR officer(s), ensuring that our in-house team are skilled, motivated and supported and that our external advisors are providing an excellent service.
- Work with the CEO and EMT to ascertain what resource (paid staff and/or volunteers) we need to support the team with administrative and other duties and then implement and manage that resource.
- Coordinate our volunteer management, identifying volunteer needs, updating policies, systems and processes and overseeing recruitment and retention of volunteers.
- Organise cross-organisation staff meetings and away days.
- Be a member of the Executive Management Team, attend and participate in EMT meetings, assist with agendas and note-taking, and take forward specific projects as discussed and agreed.
- Take the lead at EMT on our internal / back office systems and processes and also on our IT and technology direction and strategy.
**To be successful you will have...**:

- Significant experience managing, overseeing and delivering a range of back office systems and processes
- Strong level of knowledge and experience in three or more of the following areas: office management, IT services, health and safety, GDPR, HR/employee relations, and volunteer management.
- Experience managing and overseeing contracts, ensuring the service providers are excellent value for money.
- Experience acting as secretariat to boards of trustees or similar governance bodies.
- Excellent communication skills with the ability to act with tact and discretion and to deal with people at all levels.
- Strong organisational skills with the ability to manage a full and varied workload effectively and remain calm under pressure.
- Strong people management skills.
- Willingness to work flexibly where required
- Current driving licence and use of own car or motorbike for business purposes
- Good understanding and familiarity with HR issues and systems (desirable)
- Experience in the voluntary sector. (desirable)
**Our promise to you

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