Job description

Operations’ Manager:   £34,00 – £35,000

Full time – 3 Months Contract with potential for extension

This is a key role in the Senior Management Team responsible for the day-to-day operations of the Charity, Admin staff and Volunteers

We also have a vacancy for a:

Thinking Space Facilitator:  £60 – £65 per hour depending on experience

Start in September 2020 – Bi-weekly Sessions – 1 Year Contract

The Claudia Jones Organisation and the Tavistock & Portman NHS Foundation Trust is seeking a Facilitator for their therapeutic Thinking Space group for women of African and Caribbean heritage who have experienced trauma.

HOW TO APPLY

Please email a CV and cover letter with the Subject: Operations Manager. The cover letter should detail where you saw the role advertised, how you meet the person specification and why you are interested in the role in no more than 2 sides of A4.

If you wish to express an interest in the Facilitator’s Role, please send an email to address in this job advert  for job description and specification.

Please write the Name of the Post in the Subject Line of Your Email.

We will close the applications as soon as we have received sufficient applications.

An enhanced DBS disclosure is a requirement for all post and 2 references.

Black and ‘Minority Ethnic’ Women only need apply (Schedule 9, Part 1, 158 and 159 Equality Act 2010). All posts are subject to an enhanced vetting and barring check. No agencies please.

JOB DESCRIPTION

OPERATIONS MANAGER

Operations’ Manager:   £34,00 – £35,000

Full time – 3 Months Contract – Potential for extension

This is a key role in the Senior Management Team responsible for the day-to-day operations of the Charity, Admin staff and Volunteers

OUR BACKGROUND Claudia Jones Organisation (CJO) is one of the few African Caribbean Women and Families organisations in London. Founded in 1982 at the request of Caribbean women, CJO delivers family centred services for women with children age 0-17, gender-based violence support, connections for older people, health and wellbeing activities, counselling and therapeutic interventions to inspire and empower African Caribbean heritage women and families. CJO is committed to a culture of bold leadership, innovation in all aspects of our work, partnerships and most crucially, accountability to those we serve.

Our National Lottery Community Fund project builds on our earlier Hackney Women’s Haven partnership services that sought to foster women’s freedom from violence, discrimination, and exclusion, supporting women to stay safe and make positive changes to their lives. The focus of our work under this role will be to foster a therapeutic approach to providing a cohesive specialist support service for African Caribbean heritage women and families. This will include working within CJO’s Community-based Approach to Wellbeing through Specialist women and families service by us and for us.

PURPOSE This is a key role in the Senior Management Team, responsible for ensuring that the Central Services of the charity meets the strategic objectives and values of the Organisation.  This role deputises for the Executive Director.  In collaboration with the Director, the Operations Manager is responsible for overseeing an ambitious fundraising strategy, as well as managing the HR, payroll, and finance functions. You will ensure organisational effectiveness jointly with the Director by providing leadership for the organisation’s operational planning, working closely with other Senior Managers, staff and volunteer team, contributing to the development and implementation of organisational strategies, policies and practices in accordance with CJO’s overall strategy. This position is key in supporting the Board of Trustees, clinical, administrative staff, volunteers and, centrally, in ensuring service users are welcomed and related to consistently in a warm and respectful manner.

Duties and responsibilities:

Operations:  Counselling/Therapeutic, Casework and Administrative Work:

  • To ensure effective systems are in place to manage the processes of the referral, assessment, and on-going support for service users to ensure ongoing communication with and between referrers, service users, support staff and therapists.
  • To ensure that the organisation is compliant with Data Protection Regulations, acting as the Data Protection Officer for CJO and supporting staff and volunteers in maintaining the security and confidentiality of service users, members, and volunteers.
  • To support all staff and volunteers in carrying out the essential administrative tasks needed for the governance and smooth running of the CJO including supporting attendance for individual and group sessions, particularly bearing in mind that the majority of staff and volunteers are part-time, sessional or voluntary and have a variety of other commitments outside of CJO.
  • To ensure that CJO staff and volunteers are informed of and put into practice the charity’s policies for the safeguarding of children and vulnerable adults, health and safety, risk management and equality and diversity.
  • To co-ordinate the regular therapeutic group meetings for staff, volunteers and service users held regularly.
  • To facilitate communications with service users, staff, trustees, and outside agencies in the network around existing and new partnerships including lawyers, clinical agencies, social services and education departments, community organisations, and funders.
  • To liaise with staff and agencies with regards to specialist reports and letters for the different stages of support to ensure the timely submission of high-quality reports in line with deadlines provided by funders, lawyers, statutory agencies, and others.
  • To manage the facilities of the organisation and its cleaning and hall/room hiring.

Financial Administration and Management:

  • Working with the Finance Assistant and Management Accountant to ensure the timely delivery of regular, accurate financial reporting information and financial forecasts in the most effective form for the trustees, finance committee and staff.
  • In conjunction with the Management Accountant and Consultant Fundraiser, to co-ordinate the annual budgeting, financial planning, and fundraising processes with the Director.
  • To ensure the effective operation of the centre’s financial management and reporting systems, maintaining up-to-date and accurate financial administration records, including clear records of all cash expenditure.
  • To oversee monthly and quarterly assessments and forecasts of the organisation’s financial performance against budget, financial and operational goals.
  • To reconcile monthly financial activity, consistently monitoring organisational cashflow.
  • To manage day-to-day processing of accounts receivable and payable, ensuring invoices for work carried out by staff are raised and purchase invoices are paid in a timely manner.
  • To coordinate all withdrawals, deposits, and any communication with the bank, as required.
  • To work with the Management Accountant in the preparation of information for the annual audit and its submission to Auditors.
  • To fulfil all HMRC related requirements in conjunction with the Management Accountant.
  • To keep records for the purpose of claiming Gift Aid.

Human Resources and Support:

  • To work with the Director, staff, and volunteers to create an environment in which all service users, staff, volunteers, and visitors are appropriately welcomed and supported in a respectful, open, and warm manner.
  • In consultation with the Director and Board of Trustees, to develop policies and procedures in volunteer and staff management, ensuring staff and volunteers are fully aware of and trained in these practices and in CJO’s organisational values.
  • To manage and supervise the work of the Reception Admin Assistant, Finance Admin, Facilities worker, and admin volunteers.
  • To manage the recruitment process for new staff and volunteers including assisting in the preparation of job descriptions, advertising roles, the organisation of and participation in interviews, follow up on references and carrying out DBS checks, organising contracts, assisting in the production of induction materials and ensuring that a proper induction takes place.
  • To maintain personnel and employment records, as required by law.
  • To co-ordinate training for staff and volunteers in consultation with the Director, other Managers, and staff/volunteer team.
  • To develop and implement a mentoring scheme for CJO.
  • To be attuned to the needs of the community, dropping into CJO, providing assistance and support as required or signposting to other members of staff, as necessary.
  • To provide guidance to other staff in the short-term absence of other senior staff (sickness/annual leave/training).

Fundraising:

  • To work with the Director and Consultant Fundraiser to ensure that the CJO has an ambitious and effective fundraising strategy, working to diversify the charity’s funding streams.
  • To work in conjunction with the Consultant Fundraiser in the preparation of high-quality detailed bids for capital and revenue funds from relevant donors based on detailed information about.
  • To schedule and coordinate the receipt of grant payments and to work with the team to prepare comprehensive grant reports to all trusts and foundations in line with the donors reporting requirements.
  • To carry out administration required for receipt of all donations including standing orders and CAF cheques and overseeing the upkeep of the beneficiary, donor, and funder database in line with GDPR and Data Protection Procedures.
  • To work with the Consultant Fundraiser, Admin finance in the development of a major individual donor programme.
  • To communicate with relevant grant managers, keeping them up to date with organisational developments, events, and activities.
  • To foster an open, involved, and authentic communication with donors, encouraging donors to visit CJO.

Organisational Effectiveness:

  • To coordinate the annual monitoring and evaluation process in consultation with the Director and the external evaluation team.
  • To work with the Director to ensure that CJO complies in all its roles and activities with all relevant legislation, including that applicable to Charities and Companies.  This task also encompasses taking the minutes of Trustees and Finance Committee Meetings, keeping company records up to date at both Companies House and the Charity Commission, ensuring all company records are clear and up-to-date to enable smooth filing of Annual Reports and Reviews each year.
  • To liaise with the landlord and CJO’s Trustees in relation to premises management including renewing building usage and organising repairs, additional room hire, etc, as necessary.
  • To increase the effectiveness and efficiency of CJO’s operations through reviewing and developing initiatives to improve each function – HR, IT, Finance, Fundraising, Administration, staff support as necessary

Risk Management:

  • To work with the Director, Service Manager and Clinical Lead and Trustees in the development, implementation, review and maintenance of Baobab’s risk management matrix, particularly as it relates to risks for service users and young people of suicide, aggressive behaviour and deterioration in mental health.
  • To ensure statutory compliance with Health and Safety and other relevant legislation, conducting risk assessments, monitoring performance, and reviewing procedures.
  • To ensure the correct organisational insurance policies are in place.

Public Events:

  • In consultation with the Director to plan, implement, monitor and evaluate a broad range of public events (such as regular ‘The AGM, Black History Quiz, International Women’s Day, CJO  Talks’ Seminar series) and training activities related to the needs of our service users.
  • Assist in preparation of materials for teaching and training sessions for professionals in the networks around our service provision.

Other duties

  • To undertake other duties which may be regarded within the nature of the post, in discussion with the Director.
  • To engage in regular managerial supervision with the Director.
  • To participate in training and CPD

PERSON SPECIFICATION

Specification

Essential

Desirable

Qualifications,

Education & Training

  • Education to degree level or equivalent professional experience
  • Knowledge of a range of computer packages (e.g. Word, Excel, PowerPoint, Outlook, and accounting software).
  • Knowledge of data protection legislation.
  • Management accounting

Experience

  • At least 5 years office and/or operations management experience in a small organisation.
  • Experience of managing a team
  • Experience of financial administration such as petty cash handling, issuing, and paying invoices, book-keeping using accounting software, financial management information, Website
  • Experience of GBV services and women only services in the BAME voluntary sector.
  • Experience of setting up and maintaining office systems
  • Facilities management experience
  • Project management experience
  • Experience of setting and working to targets, budgets, and deadlines
  • Experience of developing funding bids
  • Experience of producing reports of organisational outcomes, outputs, and financial activity.
  • Experience of identifying opportunities, planning new activities, and managing change.
  • Experience of working in a BAME organisation/ service which promotes the rights of vulnerable women and families with multiple disadvantages.
  • Experience of asylum seeking or refugee issues
  • Experience of working within a women and families services children, adolescents, and young adults with mental health problems
  • Event management experience
  • Experience of editing documents and preparing publications

Skills, Attributes & Competencies

A very high level of self-management with ability to manage own workload, time and prioritise effectively with competing deadlines

  • Excellent organisational skills and the ability to multitask
  • Achievement orientation
  • Analytical thinking with the ability to examine what lies under the surface, anticipate what is needed together
  • High level of accuracy and attention to detail
  • High level of numeracy
  • Ability to multitask in the face of multiple demands
  • Ability to use initiative and be creative in the face of problems
  • Excellent interpersonal skills with adults, children, young people, staff, and visitors and a warm, interested and involved manner while maintaining professional boundaries
  • High levels of sensitivity, emotional intelligence, and resilience
  • Ability to work as a member of a team, seeking support from colleagues as appropriate

Commitment, Values & Motivation

  • To work in ways that promote a multicultural, multi faith environment with a genuine commitment to equal opportunities
  • To inform oneself about the external political environment towards African heritage communities and the different contexts that, young people, women girls, and families life situations which they find themselves in the UK.
  • To work in ways that promote human rights
  • To understand and work towards meeting the diverse needs of the African Heritage community who have experienced violence and who consequently function in unstable and chaotic ways.
  • To work in a therapeutic community
  • To want to make a difference in the lives of those who access our services.
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