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SalaryJob Purpose
This role is new within Wheels for Wellbeing. As the organization’s role and influence expands and we implement our recent strategic vision, our Board, our Director and the rest of the Senior Management team require the support of an experienced Operations Manager. This will also enable our Director to take more of a strategic and external facing role to become exclusively a CEO.
The successful candidate will ensure the effective running of Wheels for Wellbeing’s central operations - HR, Finance & IT/telephony (in liaison with our external specialist providers); keep all key policies updated; provide head-office support our two main existing departments (Wheels for Life and Wheels for Change) and lead on establishing new systems and structures for a new department (Wheels for Learning).
To be successful in this role you will have experience of working in at senior management level, of providing leadership and of supporting organizational change; excellent communication, interpersonal and organisational skills, with the ability to work on your own initiative and exercise sound judgement.
Our success comes from the dedicated work of our skilled staff, many of whom are Disabled people. You will be valued for who you are in our supportive and friendly team.
Job Description
Key deliverables:
Be responsible for all Central Operations to support the Director/CEO & all WfW services:
1. Human Resources (with the support of our external HR consultants):
o Coordinate new staff recruitment: support department managers with recruitment pack production, advertising etc.; new staff on-boarding (contracts; DBS checks where required, etc.)
o Source/coordinate/monitor mandatory & other training, development opportunities and explore developing apprenticeships & traineeships within Wheels for Wellbeing
o Communicate with staff about salary reviews, changes in terms & conditions etc.
o Coordinate leaving processes incl. exit interviews
2. Cross-organisational policies regularly reviewed and in line with current legislation & best practice (eg: Safeguarding; H&S; D&I & EOps; GDPR)
3. Finance:
o Keep track of funding streams for each project & liaise with fundraiser re: project budgets for bids, for monitoring etc.
o Lead on budget preparation / management accounts preparation / Year End;
o Liaise with each department re: creditor invoices needed & liaise with bookkeeper re: production of invoices / bank reconciliation / salaries journals etc. Coordinate systems for credit control across the organisation.
o Liaise with our external payroll provider re: monthly wages + pensions administration, etc.
o Support Cycling Operations Manager with Sessions Rota and zero hours contracted staff pay / leave etc. calculations.
o File annual Gift Aid claims based on correct documentation
o Schedule all online banking payments for 2nd authorization.
4. Head-office services
o Oversee telephony/Broadband/Printing/IT contracts & relationships with suppliers - including coordinating online Portal development, office management, insurance.
o Ensure all callers have a good experience when interacting through any of our systems (online, on the telephone, via our booking system, our website etc.).
o Ensure all staff (including off-site staff) have appropriate phone & IT equipment, as well as correct seating, etc., including supporting them and their managers over Access To Work applications.
o In liaison with our Marketing and Communications Manager (new post, about to be created), ensure our website is correctly representing and supporting all areas of our work.
o Be the main contact for all our suppliers.
5. Ensure Monitoring & Evaluation frameworks are agreed for each funding stream / liaise with our external Fundraiser and ensure required impact data is available
6. Support the Director/CEO in the production of Board papers & coordination of online/in person meetings and events
Business Development:
1. Support Director/CEO with finalising Business Plan & implementation plan, following our strategic review, coordinating input from all teams.
2. Lead on setting up “Wheels for Learning” incl: project planning; setting up systems for work flow monitoring; recruiting & developing partners/consultants (all in coordination with Campaigns & Policy Manager).
3. Support “Wheels for Change” and “Wheels for Life” Managers in all Projects / services development planning & implementation
