Business Services Manager

6 days ago

Dundee City Council, United Kingdom Kids Operating Room Full time

We are seeking an experienced and motivated Business Services Manager to join our team. The Business Services Manager will play a critical role in ensuring the smooth operation of the Dundee HQ for Kids Operating Room. This role is responsible for the effective management of KidsOR facilities in Dundee, Health and Safety compliance, the coordination of complex international travel logistics for the operations team, and supporting the Director of Global Operations with scheduling and appointments. The Business Services Manager will oversee the administration and day-today management of the Dundee HQ, ensuring a well-organised and efficient working environment.

Key Tasks and Responsibilities

1. Facilities Management

  • Oversee the day-to-day operations and upkeep of the Dundee HQ.
  • Ensure the proper maintenance and functionality of all facilities, including building repairs, security, and equipment.
  • Liaise with external contractors and suppliers to manage building services, including cleaning, utilities, and waste management.
  • Monitor and manage office supplies and equipment inventory to ensure smooth operational activities.

​2. Health & Safety

  • Act as the main point of contact for all Health & Safety matters.
  • Ensure the charity is compliant with all local, national, and international health and safety regulations.
  • Conduct risk assessments and ensure that all safety policies and procedures are up to date and communicated across the organization.
  • Provide training and guidance to staff regarding Health & Safety best practices and emergency protocols.

​3. Travel Coordination

  • Manage complex international travel arrangements for staff and volunteers, including booking flights, accommodations, and ground transportation.
  • Ensure travel plans are in compliance with relevant visa, vaccination, and insurance requirements.
  • Liaise with travel agencies, embassies, and insurance companies to ensure smooth and compliant overseas operations.
  • Keep track of travel schedules and maintain travel records.

​4. Administrative Support for the Director of Operations

  • Manage the Director of Operations' calendar, including scheduling meetings, appointments, and travel itineraries.
  • Prepare briefing documents, reports, and meeting agendas as required by the Director of Operations.
  • Provide general administrative support, including handling correspondence, processing expenses, and maintaining records.

​5. Office Administration

  • Oversee the day-to-day administrative functions of the Dundee HQ, ensuring the office operates efficiently.
  • Manage reception duties, ensuring a professional and welcoming environment for visitors and staff.
  • Ensure the effective organization and filing of documents, both digital and physical.
  • Assist with the organization of meetings and events held at the Dundee HQ.
  • Collaborate with finance and HR departments to support general office operations, including payroll, invoicing, and staff onboarding.

​Skills & Qualifications 

  • Proven experience in a business administration, facilities management, or office management role.
  • Strong understanding of Health & Safety legislation and best practices.
  • Experience managing complex international travel logistics.
  • Excellent organisational and multitasking abilities, with strong attention to detail.
  • Strong communication and interpersonal skills to effectively manage external contractors, staff, and stakeholders.
  • Proficient in using office software and project management tools. Ability to work independently and prioritize tasks in a fast-paced environment.

Personal Attributes

  • A proactive and solution-oriented approach.
  • Strong problem-solving skills and the ability to make decisions under pressure.
  • A team player with excellent interpersonal skills.
  • High level of discretion and confidentiality when handling sensitive information.

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