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Operations Manager

At a glance

Made in Hackney
Employer
£24,000 Pro rata
Salary
17/05/2021
Closing date
Fixed Term - 12 Months
Contract
4 days a week flexible
Hours

SUMMARY

Made In Hackney opened its doors in 2012 as the UK’s first fully vegan community cookery school.  We became an independent charity in 2018 and collaborate with communities to showcase and develop skills, knowledge and inspiration to grow, cook and eat more plants.

In March 2020 we paused our usual programme to launch a Covid19 response of online classes, telephone support for those not online, and an emergency direct to door community meal service. At the peak of the crisis we provided 500 meals a day across Hackney direct to households who needed support. Today we continue to provide meals and hope to be able to do so for as long as there is need. We aim to incorporate training and jobs for local young people into the community meal service.

We are seeking a highly motivated and strategically minded individual to become our next Operations Manager. You will have experience of working in a senior role in the areas of operations, hr and governance. You will help the charity comply with health and safety requirements, safeguarding best practice and data protection and lead in developing organisational policies.

You will have a passion and flair for improving operational processes and efficiency, administering CRMs, and monitoring and evaluation to ensure we operate in the most effective way. You will not shy away from problem solving operational challenges and thrive in supporting the core team to ensure the smooth running and ongoing development of the organisation.

The experience of working for Made in Hackney is varied, unique and rewarding. There is plenty of room for the successful candidate to be creative and bring new ideas for developing  services.

Operations Manager Spec

  • Hours:             4 days/week
  • Contract:        12 months (with intention to extend dependent on funding)
  • Location:        Partly home based and partly at the new MIH venue ‘Liberty Hall’, Clapton Commons, E5
  • Salary:             £24,000/annum pro rata 4 days/week (equivalent of £30,000/annum full time)
  • Holiday           20 days (plus bank holidays – see below for more details)

Responsibilities include:

HR & Training

  • Overseeing staff recruitment procedures, including defining roles, application forms and supporting interview and induction procedures with a focus on being a fully inclusive employer;
  • Issuing and renewing contracts (employment and freelance);
  • Keeping abreast of latest guidance in employment law and HR legislation;
  • Overseeing training requirements, bookings and purchase of licences, and supporting core team to keep an oversight of when training is required  eg. Food Safety in Catering, Emergency First Aid, Safeguarding, Gender, Diversity and Inclusion, Anti-Racism;
  • Reviewing, updating and creating risk assessments and organisational policies on a regular basis to incorporate latest government guidance and legislation (eg. Health & Safety, Safeguarding) and ensuring they’re reviewed by the Board on a regular basis;
  • Ensuring staff DBS checks are updated and supporting core team to keep an overview of outstanding checks needed in their project teams;
  • Safeguarding Lead – conducting regular reviews of child & young persons and adult safeguarding policy and procedures, overseeing staff and volunteer safeguarding training and completing regular refresher training to comply with best practice;
  • Data Protection Lead – ensuring Data Protection Policy is updated and adhered to by everyone in the organisation, regularly updating and responding to any data breaches;
  • Overseeing organisational structure reviews and ensuring a system is in place for staff to receive regular and motivational feedback, and feel supported and able to perform their role;
  • Leading on implementing staff wellbeing initiatives eg. socials, team building days etc;
  • Coordinate regular team meetings and arrange meeting venues where necessary, to ensure effective communication and mutual support.

Salesforce Admin

To be the main point of contact for training needs and technical support to the core team, and to develop the salesforce platform (Non Profit Success Pack) to improve organisational efficiency, relationship management and income generation. Intensive training will be provided to support this role.

  • Act as the system administrator for a team of 10+ users
  • Manage back end functions including assigning new users, password security, creating reports and dashboards, surveys, application forms, system health checks, data cleaning etc
  • Onboarding new users in key platform functionality;
  • Ongoing training of core users, create training resources, and grow level of expertise among the core team;
  • Implement new system functionality when new work streams/programmes get set up and as organisational needs grow;
  • Oversee support contract and relationship with Economic Change (salesforce technical support and training provider).

 Governance

 Lead support to Board of Trustees for housekeeping issues such as assisting Chair with trustee meeting agendas, setting meeting dates and reminders, reviewing minutes, keeping Charity Commission website updated, and assisting with trustee recruitment, induction and training, and board reviews etc;

Venue Management

MIH has a part time Venue Manager who is responsible for the general upkeep and maintenance of the ‘Liberty Hall’ kitchen venue. The Operations Manager will oversee them and support on key areas of venue management in the following ways:

  • Manage relationship with venue partner ‘Clapton Commons’ to ensure key services of venue are running smoothly, (eg. internet, energy provider, refuse collection) and represent MIH in oversight committee meetings as necessary;
  • Ensure venue and office equipment is safe to use and repaired/replaced/PAT tested in a timely manner;
  • Ensure venue meets latest Covid Health & Safety requirements, Fire Safety Standards and is fully accessible;
  • Support acquisition of new kitchen equipment when required, such as ovens, hobs etc either from a donated source or purchased from a supplier;

 Monitoring and Evaluation

  •  Creating online surveys for each newly funded programme according to their unique reporting requirements;
  • Creating welfare surveys for the community meal service;
  • App Integration – experience of using apps such as 123 Form Builder (a survey software) and integrating with salesforce;
  • Creating reports and dashboards in salesforce to present programme outcomes for funder and trustee reports and the MIH Annual Report.

Finance

  • Organise quarterly budget meetings between core delivery team and Finance Director to go through budget and expenditure;
  • Ensure finance team understands the requirements and deadlines of board meetings and provide reminders to them for preparing the required financial reporting.

PERSON SPECIFICATION

  • Senior level experience in a similar Operations role;
  • Experience in HR Policies and Procedures;
  • Dynamic, confident and tech savvy in using and training others in a CRM system;
  • Good with numbers and financial planning;
  • Experience of managing multiple and simultaneous programme areas;
  • Ability to take initiative, problem solve, and think creatively;
  • Experience in delivering training (either one to one and/or in a group);
  • Capacity to motivate others;
  • Strong communication and interpersonal skills and the ability to deal with, and have empathy for, a diverse range of people;
  • Enthusiasm, energy and a positive attitude;

BENEFITS

  • Flexible working arrangement with allowance for working from home
  • Training provided in Salesforce CRM, Safeguarding Adults at Risk and Children, Emergency First Aid, Food Safety etc
  • Employers Assisted Programme (EAP) which includes counselling and physio
  • Staff Wellbeing and Social activities throughout the year
  • A discretionary summer holiday allowance that is additional to the annual leave allowance – See MIH Annual Leave Policy for full details
  • Pension Scheme
  • Staff discount of 15% in Food For All Shop

Equal Opportunity

We have a strong commitment to promote diversity, equality and equal opportunities. We welcome applications from underrepresented groups, whether these be of ethnicity, gender, identity, religion, physical ability, sexual orientation or other.

Deadline:  5pm Monday 17th May 2021

Interviews: Monday 24th May 2021

Post commences: As soon as possible after appointment. (Latest by 1st July 2021)

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