Job Title: Head of Operations
Salary: NJC points 38-41, £32,072-£34,894 per annum
Hours: 37 per week
Duration: Permanent
Location: York Centre for Voluntary Service (York CVS),
15 Priory Street, York YO1 6ET
Reporting to: Chief Executive
Main Purpose of Job:
The Head of Operations leads a team of service managers and officers responsible
for the internal support functions and commercial operations of York CVS, including
its office and conferencing facilities separately branded as Priory Street Centre and
the onsite Priory Street Nursery.
The Head of Operations will undertake line management support for the following
posts:






Finance Manager
Facilities Manager
Communications and Marketing Adviser
Human Resources Adviser
Services Manager
Priory Street Nursery Manager
The post holder is responsible for the successful ongoing operation and strategic
development of these internal and external services. This includes the appropriate
use of fixed assets (primarily the Priory Street Centre facilities), maximizing the
commercial development of the conferencing services and other unrestricted
income, ensuring robust cost control measures across the business and making full
and effective use of other resources and support staff. Targets for the above areas
will be agreed with the Chief Executive on at least an annual basis.
Leading the team, the post holder will then develop the appropriate policies,
procedures, systems, guidelines, training and staff support, and quality assurance
measures to support the successful development of internal support functions and
the customer facing Priory Street Centre and Nursery facilities.
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The post holder will be the named person responsible for the whole organisation’s
Health and Safety and Data Protection policies and implementation of procedures
and systems to ensure legal compliance and good practice in these areas.
Duties and Responsibilities
1. To be committed to the values of York CVS and ensure all our services and
facilities are consistent with these values.
2. To make available, where appropriate, opportunities to enhance and develop the
service through involving volunteers and agreed forms of work experience or
placement.
3. To provide leadership and coordination to a team of service managers and
officers with the overall aims outlined above. This will include line management of
the above post holders through regular one-to-one supervision meetings, team
meetings, performance appraisal, training and development. Also to ensure staff
interact effectively cross-organizationally, in terms of meeting strategic objectives
and providing support and services to other managers and teams.
4. To have overall responsibility for the financial operation of the above teams. This
will include supporting team budget holders and where applicable setting own
budgets. Also to support and coordinate expenditure across the team and where
applicable, to authorize expenditure above the levels set out in our authorization
policy. To report to the Chief Executive on budget variances and remedial action.
5. Working closely with the Chief Executive, Deputy Chief Executive and Finance
Manager to implement appropriate budget setting, reporting and other financial
systems across the organisation. In particular to support the devolution of budget
and financial management to all budget holders.
6. Working closely with the Chief Executive, Deputy Chief Executive and Human
Resources Adviser to implement appropriate HR policies, procedures and related
training and support to fulfill the potential of our entire staff team.
7. Working closely with the Chief Executive, Deputy Chief Executive and
Communications and Marketing Officer to develop and implement a joined up
Marketing and Income Strategy (as part of the Strategic Plan) covering all York
CVS services. Also to then support all staff to market and sell our services
accordingly. This will include ensuring coherence across our entire branding
portfolio, websites, social media and other media.
8. To take overall responsibility for the income generation of the above team
including through office licenses, conference centre hire and sales, nursery fees
and any other relevant income. Including implementing systems for payment in
advance where possible or alternatively, timely and effective debt/credit recovery.
Also to keep abreast of tendering and funding opportunities, preparing and
submitting tenders or bids as appropriate and agreed with the Chief Executive.
9. To take overall responsibility, working with the Facilities Manager, for the use of
York CVS’ fixed assets, most notably the Priory Street Centre building which is
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leased to York CVS on a long-term basis with fully devolved responsibility. Also
the ongoing fixtures, fittings and equipment associated with our operations.
10. To take over all responsibility, working with the Facilities Manager, for the teams’
procurement of building maintenance and consumables, office supplies and
services, IT systems and software. In this capacity the post holder is expected to
lead an ongoing programme of efficiency saving and cost reduction.
11. Supporting the Front of House and Facilities Managers to ensure that the Priory
Street Centre and shared reception with York CVS is operated to the highest
possible levels of customer service, satisfaction and quality, thus maximizing
occupancy levels and driving up income to fulfill its potential.
12. Supporting the Nursery Manager as appropriate ensuring all legislative
requirements (including OfSted) are maintained or developed. Also to ensure
budgets are adhered to and income maintained or developed.
13. To be the named lead person with responsibility for organisational Health and
Safety compliance and good practice. To support other staff as appropriate to
embed safe ways of working and ensure a safe working environment for all staff,
customers and members of the public. Also to work with the Finance Manager to
procure appropriate insurance.
14. To be the named lead person for organisational Data Protection compliance and
information management good practice. To support other staff as appropriate to
procure and embed effective systems and processes that are fit for purpose and
deliver best value.
15. To undertake any other duties as determined by the Chief Executive relevant to
the level of the post.
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Person Specification: Head of Operations
Essential
Values and Personal Attributes
1.1 A demonstrable commitment to the values
of York CVS
1.2
Desirable

An understanding of and commitment to
the role of volunteers within the
organisation
How
assessed*
AF/INT/R

AF/INT/R
1.3
Positive work ethic: professional,
enthusiastic, dependable, conscientious

AF/INT/R
1.4
Ability to work flexibly and effectively as
part of a team

AF/INT/R
1.5
Proactive approach to personal
development and the updating of skills and
knowledge

AF/INT/R
Qualifications
2.1
GCSE Grade A-C in English and Math’s
(or equivalent)

AF/Cert
2.2
Relevant further or higher education
qualifications such as a degree or
professional qualification in Business,
Operations or Facilities Management.

AF/Cert
Leadership and people management skills,
with an ability to guide through facilitative
and supportive methods, including outside
of direct line management

AF/INT/R
3.2
Budgeting and financial management skills
and understanding

AF/INT/AT/
R
3.3
Ability to develop and implement
organisation wide systems and processes

AF/INT/P/
R
3.4 Ability to identify and develop business
opportunities through market research,
cost/benefit analysis and appropriate risk
management

AF/INT/P/
R
3.5 Excellent customer service skills.

AF/INT/R

AF/INT/AT/
R
Skills & Knowledge
3.1
3.6
High level IT skills, including an
understanding of website design, social
media and databases.
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3.7 Excellent communication and interpersonal
skills, both oral and written.
3.8
Knowledge of health and safety and data
protection legislation.
3.9
Knowledge and understanding of facilities
and estate management

AF/INT/P/
R

AF/INT/R
3.10 Knowledge and understanding of
safeguarding children and OfSted
requirements
Experience
4.1 Significant previous experience of working
at a strategic level in Business
Management or Operational Management.

AF/INT/R

AF/INT/R

AF/INT/R
4.2
Experience of managing support services
such as finance, HR and marketing.

AF/INT/R
4.3
Experience of developing a successful
income generating service.

AF/INT/R/
P
4.4
Experience of managing change and
implementing new ways of working.

AF/INT/R
4.5
Experience of monitoring and evaluation,
demonstrating outcomes and ensuring
quality.

AF/INT/R
4.6
Experience of working or volunteering in
the voluntary, community or social
enterprise sectors.
4.7 Experience of running a public building
Other Requirements
5.1 Able and willing to work occasional early
mornings, evenings and weekends and be
on call in case of emergencies
5.2
Ability to travel within the city and
occasionally wider afield

AF/INT/R

AF/INT/R

AF/INT

AF/INT
* Key to how skills are assessed
AF = Application Form
INT = Interview
R = References
P = Presentation
AT = Assessment/Task exercise
CERT – Certificate of qualification
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