JOB DESCRIPTION
OPERATIONS MANAGER
RELATE MID-YORKSHIRE
Job Purpose
To support the Chief Executive in achieving the objectives of the business plan in an
efficient and cost-effective way, whilst maintaining quality of services. Specifically,
to take responsibility for:
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ensuring financial management systems and other software systems are used
to support the business to best effect;
preparing monthly management accounts and the summary for the Annual
Report;
managing and supporting administration staff and systems;
leading on quality improvements to business processes with the aim of
improving efficiency, effectiveness and quality of services;
working collaboratively with the Management Team to ensure the overall
day to day running of RMY across all its services and sites is working to best
effect in providing high quality services and meeting key objectives;
external communications via the RMY website and with Relate Response
together with internal communications in relation to staffing and business
systems/processes.
Job Dimensions
RMY operates in Leeds, Wakefield, York, Harrogate and Selby and provides the
services of Relationship Counselling, Psychosexual Therapy, Children & Young
People’s Counselling, Family Counselling and Education and Learning. RMY employs
approximately 60 practitioners providing a total of 12,500 units of work per annum
with over 20 support staff. Direct reports to this post are Senior Appointments
Secretaries, Appointments Secretaries, Finance and Admin Officer and IT and Admin
officer.
Key Responsibilities
Financial Management and other ICT systems
Make best use of all ICT systems needed to support the achievement of key business
objectives. This to include financial management systems, Penelope database and
operating system, and other systems intended to improve the efficiency,
effectiveness and quality of the business generally and to support its management
information systems.
Prepare monthly management accounts, scrutinising and reviewing figures against
the annual budget, keeping the CEO informed of outcomes and of any action needed
to meet financial targets.
Maintain the Financial Procedures Manual, authorise payments as necessary and
ensure general expenditure is within budget limits across RMY.
Review, annually, all insurance policies, and be the point of contact for all insurance
matters, ensuring RMY is effectively protected both legally and financially in the
pursuit of its business.
Managing and Supporting Administrative Staff and Systems
Manage and support the administrative team, including HR, compliance with health
and safety and other personnel issues. This to include recruitment of new
administrative staff and associated procedures to comply with Safeguarding
legislation.
Manage and develop direct reports, supporting achievement of their personal
development and targets.
Quality Improvements to Business Processes
Manage and regularly review administrative systems, working with colleagues, with
the aim of improving the efficiency and effectiveness of business processes and
systems and/or improve the quality of services to clients. This to also include
improving management information systems to help decision making at all levels
within the organisation.
Collaborative Working to Improve the Overall Performance of RMY
Work with the Management Team to monitor and review the overall performance of
RMY, considering all services, internal business systems and processes, HR issues
(including terms and conditions) to achieve cohesion and continuous business and
service improvement across the whole of RMY.
External and Internal Communications
Provide effective and timely communications across all of RMY to keep staff
informed and up to date with changes within the organisation and other business
and developmental issues. This to be both verbal and written as necessary.
Oversee RMY websites and leaflets to ensure validity of information and take
responsibility for printing and distribution.
Liaise with Relate Response to ensure RMY receives efficient and appropriate
support.
General
Keep up to date with government policies and other external issues, which will have
a direct impact on human resource issues across RMY, e.g. living wage, pensions,
working practices etc. Consider the effects, reporting to the Management Team
effectively and in good time to make provision for any changes.
Take forward any other duties reasonably requested by the Chief Executive within
the general scope of this job description.