Job Description

Charity Operations Lead (COL)

HR and Project management experience needed

Location: Birmingham but hybrid working

Part Time 22.5Hrs P/W until Nov 2025 at which point role will be reviewed

Birmingham/WFH Hybrid

Report to: Zaynab Sohawon, Chief Operating Officer (CEO)

Monday to Friday 9am - 5pm

Purpose:

Overseeing the daily operations of EDA charitable organisation, ensuring efficient and effective service delivery. Responsible for the day-to-day management of staff this includes, but is not restricted to all performance related activities, attendance and sickness management, HR policies & procedure adherence and staff recognition /rewards, and develop operational policies and procedures. Responsible for overseeing budgeting, financial management, and ensuring compliance with legal and regulatory requirements. Analyse performance metrics to improve operational efficiency reporting directly to the CEO.

General Description:

GENERAL DUTIES:

The Charity Operations Lead will work closely with and deputise for the CEO. They will take responsibility for all aspects of management and play an integral part in HR and the operational development of the Charity, allowing the CEO to focus on strategic management. In addition to closely collaborating with the CEO on strategic HR, they will oversee all operational HR in the practice. The Charity Operations Lead will work on the creation, update and efficient implementation of policies and procedures and ensure the charity is up to date with current regulatory bodies. The Charity Operations Lead will line manage the Peer Support Workers and admin support staff. They will also be the lead for Health & Safety including Fire Safety. The Charity Operations Lead will also be responsible for payroll approval and sign off, developing effective systems and procedures to enhance operational functions as well as Digital systems development and communication tools.

MAIN DUTIES AND RESPONSIBILITIES:

Human Resources (HR)

Proactive management of all aspects of HR including recruitment, change management, disciplinary procedures, grievance, DBS checks, induction and appraisal. Play an active role in disciplinary and grievance procedures instigating and leading interviews / reviews. Ensure Education and Training for ALL staff clinical and non-clinical is delivered consistently to ensure practice and self-development in line with practice needs. Ensure Employment Law is followed in all policies and procedures. Carry out recruitment and induction adverts, interviews, issuing staff contracts and up to date job descriptions / personal specifications. Delegating where appropriate to Team Managers. Check that staff maintain their required registrations to comply with their role e.g. Safeguarding etc Carry out appraisals for staff who directly report to the Charity Operations Lead annually and performance manage on an ongoing basis. Ensure that appraisals are also undertaken annually within team(s) and performance management is in place. Assist with the management of staff budgets salaries, pensions, tax and benefits. Monitor staff absences, proactively manage accordingly and report as required to the CEO. Regularly review staff morale and plan periodic team events to ensure opportunity for team building and working across teams. Generate and maintain succession planning for any staff member anticipated to retire and ensure adequate resources in each area to provide cover at all times. Any other duties as required by the needs of the business.
Strategic Management

Help develop the practice as a business and proactively seek opportunities to develop services locally through relevant bodies. To proactively seek out innovative and efficient ways of working to ensure the future success of the charity. Ensure the charity works collaboratively with other local charities and NHS to redesign and deliver services for the benefit of Young People. Evaluate performance against objectives / budgets. Report and address shortfalls. Prepare robust business cases for planned new developments ensuring any tender documentation complies with required criteria. Help seek out funding opportunities to optimise income. Seek out marketing opportunities to promote the charity to local community and other charitable/NHS services. Any other duties as required by the needs of the business.
Finance

Assist and deputise as required with the management of certain financial procedures. Maximise income by cost control, reviewing processes and procedures and seeking new initiatives. Work closely with the CEO on financial forecasting and planning to ensure cash flow and report regularly to stakeholders. Share in the responsibility for financial security and ensure access to transactions are limited to accountable staff only, the CEO. Any other duties as required by the needs of the business.
Premises

Have a good understanding of the requirements of lease and ensure they are adhered to. Liaise with landlord / facilities management company as required to ensure they are kept up to date. Take day to day responsibility for all aspects of Facilities Management of the site office including reporting any necessary repairs or issues to the facilities management company. Report regularly to Business CEO. Manage H&S and Fire Risks of the premises and grounds. Carry out quarterly H&S inspections of the premises and address any issues promptly with the support of the CEO. Keep all staff up to date with their responsibilities, ensuring adequate training is undertaken. Constantly review security of the office and ensure policies are followed at all times. Feedback to CEO. Any other duties as required by the needs of the business.
IT & IG

Day to day management of all IT systems and software used in the charity. Monitor to ensure usage is in line with charity policies and compliant with legal requirements and national guidelines. Manage access to systems to ensure it is only accessed by authorised users and access is at an appropriate level. Assist CEO in management of practice website and all other appropriate social media including NHS choices. Manage shared folders and ensure back up and contingency plans in place. Operational management of the use and maintenance of the EPR system to ensure data entry complies with nationally and locally agreed protocols. Any other duties as required by the needs of the business. Robust understanding of DPIA processes
Day to Day

Oversee the day to day running of the charity with the support of the Clinical Lead, CEO and Board. Take responsibility for making sure periodic returns are undertaken. Ensure the charity is compliant with all regulatory requirements e.g. IG, Workforce etc. Ensure regular meetings are held to provide clear open communication within the charity involving all staff as well as with relevant third parties e.g. NHS services, other charities etc Manage policies and protocols to ensure all staff clinical and non-clinical have access to up to date guidance to facilitate their role. Carry out audits from time to time to measure performance and feedback to the CEO & Board as appropriate. Set and review standards expected and ensure they are implemented across the charity ensure quality at all times. Ensuring smooth operations of the electronic patient record system and flagging any digital security concerns should they arise. Carry out projects identified. Report on and manage their progress to conclusion as directed by the CEO. Help ensure provisions are sourced economically and are suitable for the efficient running of the stationery and domestic supplies. First line management of all complaints ensuring they are fully investigated and responded to in line with the complaints protocol. Escalate as appropriate. Monitor and report on any trends or concerns. Facilitate, encourage and support the charity third party relationships. Oversee the presentation of the charities office premises and grounds ensuring they are welcoming and presentable and display materials are neat, clean and in date. Ensure alerts and notifications received by the charity are shared with appropriate staff (clinical / non-clinical) as required. Maintains the charity Business Continuity Plan and ensures that all staff are kept up to date with contact details to use in an emergency. Seek feedback from Young People through surveys and group meetings to support the development of the charity in line with charity needs as directed by the CEO. Any other duties as required by the needs of the business. Project manage the peer support worker programmes, regularly reviewing the risk register and project workbook
Essential Requirements:

Qualifications:

Project Management Prince 2 Foundation or above Evidence of continued professional development
Experience:

Experience in a Senior Supervisory role / Team Manager Role with Human Resource responsibilities. Excellent practical IT skills including use of Microsoft Office software and a wide range of applications inc EPR Self-motivated with ability to motivate and inspire others. Strategic and operational experience Numerate ability to manage budgets and accounts. Good interpersonal and communication skills at all levels. Proven ability to meet tight deadlines. Proven ability to delegate- upwards and downwards. Proven ability to manage and develop others. Critical thinking and problem solving skills. Ability to make decisions. Documentation development, review & management.
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Disposition & Work Attitudes:

Flexible approach to work content/hours. Discreet and diplomatic. Works well under pressure. Ability to work as part of a team and as an individual. Energetic with drive and enthusiasm. Ability to listen and empathise. Happy to work on own. Calm & confident. Excellent communication skills. Excellent presentation & facilitation skills. Effective meeting management. Compassionate attitude towards supporting a lived experience workforce Expectation to be in person in Birmingham at least weekly or fornightly
Desirable Requirements:

Qualifications:

Educated to degree level or equivalent experience within Operational/Project Management
Experience:

Knowledge of the Quality and Outcomes Framework and Primary Care financing. Previous accountancy or finance experience. Knowledge of CQC. Payroll experience. Accounts experience. Facilities management experience. Experience of delivering contractual obligations within a service
Disposition & Work Attitudes:

Experience of working with Young People with Autism Experience of working within a mental health environment/service/charity Current Driving Licence. Car owner.
Job Type: Part-time

Pay: 27.50 per hour

Expected hours: 22.5 per week

Benefits:

Work from home
Education:

Bachelor's (preferred)
Experience:

Operations management: 1 year (required)
Work Location: Hybrid remote in Birmingham B1 2DR