Operations Manager (Job Share / Maternity Cover)

Operations Manager (Job Share / Maternity Cover)

Contract: Equivalent of 3 days a week (24 hours) Flexible working via agreement – including occasional evening, weekend and bank holiday cover. Fixed term for 12 months.

Main function of job

The Operations Manager (Job Share) divides the following responsibilities from the full-time position.

The Operations Manager will be responsible for the day-to-day operational administration including human resources, building maintenance, health and safety, and team coordination. Working closely with the Finance Manager who has responsibility for management accounts, you will also process day-to-day financial transactions.

Governance

• To assist the Executive Director in the preparation and delivery of Board meetings, including preparation of the necessary documentation, liaising with Trustees, and minute taking.
• Keep governance records up to date with Companies House and Charity Commission, including the annual reporting and ensuring details are up to date.

Human Resources

• Manage staff recruitment and related administration.
• With Executive Director and relevant Board members, to keep abreast of developments and best practice in HR management.
• Ensure HR records are well organised and kept up to date.
• Ensure relevant operational staff training is carried out, including First Aid and Health and Safety.
• Ensure DBS checks or other safeguarding procedures are carried out as and when required.
• Manage volunteer and placement recruitment and be the first point of contact for inducting and supervising volunteers, and manage the volunteer rota.
• To manage out-of-hours staffing and weekend rotas with key holders to ensure adequate staff cover.
• Act as the Designated Safeguarding Officer.

Office Management

• Monitor the business and operations calendar
• Monitor IT and CCTV systems, ensuring maintenance when required.
• Ensure office supplies are replenished.

Building facilities

• To act as the first point of contact with external contractors, ensuring annual repairs and maintenance checks are kept up to date.
• Ensure all staff, placements and volunteers receive building induction and kept up to date of any changes.

Health & Safety

• Ensuring Risk Assessments, Temporary Event Notices and any other required documents are completed and circulated to the relevant parties.
• To complete weekly fire tests.
• Keep abreast of developments and best practice in health & safety procedures and legislations.

Security

• Liaise with building management company on security procedures.
• Act as a key holder, and liaise with external alarm company if and when required.
• Ensure all staff, placements and volunteers are kept up to date of any security updates within the organisation.

Finance

• Ensure all cash banking & cheques are deposited in a timely fashion.
• Support Finance Manager in monthly reconciliation of petty cash, volunteer expenses, cheque book, credit cards and bank statements.
• Deliver day-to-day financial data entry on the accounting system and make payments as agreed with the Executive Director and Finance Manager.

Other Duties

• Work as a key member of the team, supporting major events and activities.
• Act as keyholder, including occasional evening, bank holiday and weekend cover.
• Any other duties that may reasonably be required by the Executive Director.

To apply

To apply, please submit the following information to jobs@openeye.org.uk:

• CV;
• Cover letter detailing any relevant experience in relation to the Job Description;
• Please also fill out our anonymous Equal Opportunities Monitoring Form online.

Email: jobs@openeye.org.uk

Post: Open Eye Gallery, 19 Mann Island, Liverpool Waterfront, Liverpool, L3 1BP.

If you have any questions about the role or would like an informal chat, please contact Natalie Meer on natalie@openeye.org.uk

We strongly encourage applications from all backgrounds, and we fully recognise the value of a team that is made up of diverse skills, experiences and abilities. We are particularly keen to hear from people of colour, and those living with disabilities.

Seniority level

• Entry level

Employment type

• Part-time

Job function

• Management and Manufacturing

Industries

• Photography

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