Operations Manager Job Description (DOC download)

							                           MENINGITIS UK JOB DESCRIPTION

Job Title:                    Operations Manager

Responsible To:               Chief Executive

Direct Reports:               Finance Officer
                              PA to Senior Management Team
                              Fundraising Secretary


Job Purpose:
The Operations Manager will play a central role in ensuring the smooth running of the charity,
specifically around the systems, structures and processes that enable the charity to achieve its
mission. The Operations Manager, who is a member of the Senior Management Team, will be
responsible for the areas of:
              business and financial planning
              human resources
              change management
              internal communications
              event management
              systems and procedures
              facilities management

Key Areas of Responsibilities:

Business and Financial Planning
 Manage the preparation of the quarterly income and expenditure reports and the cash flow
   forecast
 Manage the reporting, book-keeping and accounting processes of the charity including the
   annual report and accounts ensuring compliance with all regulatory and legal requirements
 Manage the accurate recording and allocating of all income and expenditure
 Manage office overhead budgets, liaising with suppliers and reviewing to ensure cost and
   service efficiencies
 Coordinate the three-yearly and annual strategic planning processes of the charity

HR and Recruitment Policies and Procedures
 Review existing HR policies and procedures and recommend changes as appropriate
 Maintain the contents of the staff handbook ensuring it is kept up to date and meets changing
  legislative requirements.
 Manage the implementation of the charity’s performance management system
 Maintain confidential staff records for all members of staff in the organisation including
  holidays, salaries, performance reviews, TOIL, sickness.
 Manage the recruitment process for new staff including reviewing job descriptions, placing
  adverts, managing applications, short listing, interviewing, appointment, and induction.
 Manage staff and training budgets.

People Management
 Lead, motivate, guide and mentor direct reports.
 Ensure that all direct reports have performance objectives relevant to their job description and
   that performance is regularly reviewed.
 Agree training and development programmes for all direct reports
 Supervise the recruitment, development and activities of office-based volunteers.
Change Management
 Identify areas where the charity’s processes can be improved to increase its effectiveness and
   the quality of its services
 Implement and lead change management programmes in the agreed areas

Internal Communications
 Establish and implement processes to ensure effective internal communications within the
   charity
 Act as point of contact for internal queries on HR Policies and Procedures

Event Management
 Manage the logistics necessary for successful MUK events such as annual Friends Day,
   receptions and research forums and for these events:
   o Develop event plans and schedules
   o Oversee invitation lists, responses, participants packs, badges and signage
   o Select and negotiate contracts with hotels, vendors etc.

Systems and Procedures
 Manage and maintain the charity’s insurance cover
 Ensure the charity’s activities meet with organisational requirements for quality management,
   health and safety, legal stipulations, ethical policies and general duty of care – identify areas
   for improvement and recommend actions accordingly
 Manage the charity’s complaints procedure
 Develop and manage the charity’s risk management procedures
 Manage and maintain the charity’s asset list
 Manage the development and maintenance of Donor Strategy (fundraising database) systems
   and procedures

Facilities Management
 Ensure that the office premises are fit for purpose and are managed consistent with legislative
   requirements.
 Ensure that Fire Marshals and First Aiders are trained, as required.
 Manage office and computer systems, stationary and supplies
 Manage environmental improvements

Other Responsibilities
 Provide committee secretary services to the Board of Trustees including issuing of agendas and
   papers, minute taking and following up on action items
 Act as secretary for Senior Management Team Meetings; issuing agendas, taking notes and
   ensuring action items are followed up
 Take responsibility for the day to day business of the charity in the absence of the Chief
   Executive and the Head of Development.
 Prioritise and plan workload to achieve efficiency and to meet objectives.
  Liaise with the Charity Commission when required
 Undertake other work as required by the Chief Executive or the Board of Trustees



End
Person Specification

Essential = E                Desirable = D

Experience:          Minimum of four year’s experience in operational management                 E
                     Management of staff                                                         E
                     Change Management                                                           E
                     Charity experience – either paid or voluntary                               D
                     Event Management                                                            D
                     Managing volunteers                                                         D


Education:           A degree-level qualification in business studies or related subject         D
                     Recognized professional qualification (business/admin/finance)              E

Skills:              Database management                                                         E
                     IT literate with excellent knowledge of Microsoft Office                    E
                     Excellent communication and interpersonal skills                            E
                     Excellent written and note-taking skills                                    E
                     Understanding of strategy and budget processes                              E
                     Customer Care skills                                                        D

Knowledge of:        Health and Safety Law                                                       E
                     Employment Law                                                              E
                     Charity law/Data Protection Law                                             D
                     Human Resources Law and Practices                                           E
                     Charity Financial Accounting Practices                                      D
                     Business procedures and office management                                   E
                     Sage Accounting Software                                                    D
                     Fundraising Databases                                                       D

Working Abilities: Confident in communicating with people at all levels                          E
                   Ability to manage multiple projects, prioritise and work to tight deadlines   E
                   Ability to work proactively and under own initiative                          E
                   Maintain efficient systems and records (computer and paper files)             E
                   Methodical with a keen eye for detail                                         E
                   Ability to influence and motivate others                                      E
                   Team leadership and team working                                              E

Personal Qualities: Empathy for Meningitis UK’s work                                             E
                    Adaptable and flexible approach                                              E
                    Good time keeping and punctuality                                            E
                    Enthusiasm and a positive outlook                                            E
                    Positive attitude to personal and organisational development                 E
                    Willingness to undertake out of hours work when necessary                    E