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Closed: 17 July 2017

OPERATIONS MANAGER

Posted by The Minster Centre

Location Brent, London, Greater London
Part-time
Category Human Resources , Operations
Sectors Mental Health
Job Reference : Operations Manager

Job Description

The Minster Centre is a registered charity that trains psychotherapists and counsellors.Our courses are accredited by the UK Council for Psychotherapy, the British Association of Counselling and Psychotherapy, and validated by Middlesex University. The Minster Centre also provides a psychotherapy and counselling service to the local community and has a number of rooms that are hired out for therapy, training and events. We are a small, friendly organisation and the Operations Manager needs to be an adaptable and flexible person who enjoys working on a range of different tasks.

The Role

The Operations Manager supports the Director, Deputy Directors and Board of Trustees and is responsible for; management of the Operations team (3-4 staff members including a Deputy Operations Manager), Human Resources, Health & Safety, and overall the management of the building: reception, facilities and suppliers.

Hours: 21 hrs per week

Reports to: Director

Salary: FTE £30,000

Holiday: 33 days to include bank holidays (pro rata)

Responsibilities and duties

The Operations Manager will:

  • Ensure that The Minster Centre provides friendly, comfortable and safe facilities and services to staff, students, therapists, clients and room hirers.
  • Oversee the establishment and maintenance of processes and systems to support the efficient running of The Minster Centre.
  • Provide administrative support to the Board of Trustees including minute taking.
  • Oversee, review and coordinate Human Resource and Health & Safety policies and procedures including payroll and staff contracts.
  • Manage the small reception team and Deputy Operations Manager.

Specific tasks

1.  General office management

Oversee the establishment and maintenance of processes and systems to support the efficient running of The Minster Centre, to include general policies and procedures, information retrieval, time and staff planning, and drafting and processing routine correspondence. 

2. Staff management

Manage the Deputy Operations Manager and the Reception team

3.  Support to finance

Ensure that administrative support of financial activities is undertaken in a timely and accurate manner and includes:

  • Overseeing the preparation of payment schedules and contracts for teaching staff.
  • Checking monthly salaries for office and teaching staff.
  • Checking and authorising invoices from suppliers.

4.  Support to the Board of Trustees

Ensuring that administrative support of Board activities is undertaken in an efficient and friendly way and includes:

  • Preparing papers for and taking minutes at board meetings.
  • Overseeing annual election of new Trustees.
  • Ensuring data held at Companies House and the Charity Commission returns are up to date

5.  Human resources

The Minster Centre has a small permanent staff and employs a number of tutors on short-term contracts. The Operations Manager will:

  • Review and coordinate HR policies and procedures.
  • Coordinate recruitment including placing advertisements, distributing information packs, processing applications, organising interviews, checking references.
  • Oversee the monitoring and reporting of annual leave and sick leave.
  • Prepare offer letters and contracts for permanent staff.
  • Oversee the preparation of annual contracts for tutors.
  • Process pensions contributions.
  • Oversee routine staff appraisals.

6.  Support the Deputy Operations Manager in facilities management

Together with Deputy Operations Manager, ensure that The Minster Centre provides friendly, comfortable and safe facilities and services to staff, students, therapists, clients and room hirers.  This will include:

  • Overseeing and renewing of premises-related contracts and purchases e.g. utilities, telephone systems, equipment.
  • Planning and implementing maintenance, renovations and refurbishment work.
  • Reviewing and coordinating Health & Safety policies and procedures, ensuring compliance with legislation.

7.  Other tasks as requested by the Director

Person Specification

Essential

  • Experience of working in a small, busy office and previous experience of staff management.
  • Demonstrable capacity to be adaptable and flexible and willingness to tackle new tasks which may require researching information prior to implementation.
  • Good communication skills, including a friendly and approachable manner and an excellent command of written and spoken English. 
  • Capacity to be tactful, patient and firm including when dealing with contractors, suppliers, staff and students. 
  • Proven ability to write clear policy and guidance documents for staff, building users, Trustees, etc.
  • Proven organisational skills, with the ability to prioritise work and meet deadlines in the face of multiple demands for support, and to support other staff in doing so.
  • Proven ability to plan ahead and take initiative when required.  Good problem-solving skills.
  • Proven ability to lead a small team and to work with others to engender good working relationships with colleagues.
  • Proven knowledge of the use of Microsoft Office, Outlook and Explorer in an office environment. 
  • A minimum grade C or equivalent in GCSE maths and proven numeracy skills; ability to work accurately e.g. working with payroll.

Desirable

  • Experience in finance/accounting.
  • Knowledge or experience of counselling and/or the counselling environment.
  • Experience of using room booking software.
  • Experience in supporting or membership of a board/committee, including taking minutes.
  • Experience of working in Human Resources.
  • Experience of facilities management.

To apply, please send us your CV and a max. one page cover letter outlining your suitability for the role. The deadline for applications is 17th July and interviews will take place on the 25th July.

The client requests no contact from agencies or media sales.

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