Operations Manager Job Description

JOB DESCRIPTION
Job title Operations Manager – The Deborah Ubee Trust, (DUT)
Reporting to Directors
Responsible for Supporting the smooth operation of the organisation.
Location Greenwich SE10
Salary Circa £28,000 full time equivalent – 21 hours per week. 7% Pension contribution.
Contract length Reviewed annually and subject to funding.
The Deborah Ubee Trust is a successful mental health charity providing counselling and other therapeutic services to all
irrespective of their ability to pay. We work with all ages from the age of 4. We are looking for an experienced
Operations Manager to support the organisation as it moves into the next phase of organisational development.
Main purpose of the post
The Operations Manager will be responsible for the business operations of the DUT.
• The management of HR issues.
• The financial reporting and financial management of the organisation including preparing cash and income
statements.
• Infrastructure including office administration and IT.
• Supporting the directors in the governance of the charity.
Principal accountabilities
Human Resources management
• Managing the recruitment process including advertising vacancies, organising interviews, obtaining references
and drafting contracts / agreements.
• Maintain HR records including absence (holiday and sickness) reporting and reviews / appraisals.
• Induction of new team members including IT set up.
• Maintaining handbook and policy documents.
Financial management
Managing the day to day financial needs of the organisation’s operation and supporting the Director in preparing
financial information and reports for trustees and regulatory authorities. This will include:
• Updating income and expenditure on QuickBooks
• Managing income and invoicing customers
• Monthly reconciliation of accounts
• Monitoring annual budget and preparing a quarterly variance report
• Liaising with the organisation’s auditors in the preparation of the annual report and audit.
Office management
• Manage the office accommodation, liaising with landlord as required.
• Ensure all Health and Safety and Fire Evacuation requirements are met.
• Responsible for the provision and maintenance of office services including IT, phones, broadband, printer etc.
• Manage supplier relationships, identifying opportunities to improve services / reduce costs.
• Ensuring all insurance requirements are up to date and meet the needs of the organisation.
Governance
• Maintenance of the charity’s registers (risk, assets, gifts in kind).
• Organising and recording Board meetings including the AGM.
• Supporting the Directors in ensuring that all the Charities Commission and Companies House legal
requirements are met.
General
• Maintain the required level of confidentiality.
• Work with DUT staff and volunteers as required to deliver projects and events.
• Undertake any other duties, including reception duties that may be reasonably required.
This job description is not contractual and is liable to change over time.
 
PERSON SPECIFICATION
The right person for the job will have a combination of the following qualities:
Qualifications and experience
• Possess a relevant qualification
• Previous experience in a similar role
• Financial management experience, experience of QuickBooks.
• Experience in the not for profit sector
Knowledge
• Knowledge of charity governance and statutory requirements
• High degree of computer literacy Microsoft Office and MAC’s
Skills
• Excellent communication skills both written and verbal
• Excellent interpersonal skills
• Strong organisational and time management skills
• Highly numerate
• The ability to manage a diverse workload
• High attention to detail
Personal qualities
• A team player able to work independently
• A personal commitment to organisational excellence
• Honesty, integrity and a strong sense of ethics in all decisions and actions
• Resourceful and thorough

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