Job Title: Operations Manager

Place of Work: The Leonardo Trust
Location of Work: Broadstone, Dorset
Salary: Salary range £22,000 to £30,000 per annum commensurate with experience, suitability and qualifications.

The position is offered as: Full-time  Permanent

Details of Hours / Contract Length: 37.5 hours per week Permanent Contract

Description of Vacancy:
Job Title: Operations Manager

Charity: The Leonardo Trust

Reporting to: The Trustees

Location: The Leonardo Trust, 5 Dunyeats Road, Broadstone,
Dorset BH18 8AA

Date: July 2017

Main purpose of job:

Managing and leading the affairs of the charity on a day-to-day basis in accordance with the law, best practice and policies. Formulating strategy and policy in line with Trustees directions and then implementing their decisions. Developing and extending the existing service proposition of the charity.

Overview of duties:

The position comprises four main functions:

• Administration: principal duty is providing a range of administrative services covering all areas. The main areas of responsibility are policy and compliance, office administration and correspondence.

• Finance & Accounting: principal duty is to fully maintain the basic financial prime records of the charity. Currently the main accounting function of the charity is outsourced but the expectation will be to develop this to gradually bring more functions ‘in house’. This applies equally to payroll, which is also currently outsourced.

• Property Management: principal duty is to oversee the maintenance, improvement and security of the Leonardo building, services, paths, roadways and grounds and to procure the services of contractors, surveyors and other professional advisors as required.

• Staff Management: Maintaining a positive working environment working alongside the Care Liaison Officer, who will have (pending appointment) direct responsibility for the development of professional and public contacts publicity for the charity.

• Service Development: Gradually formulating and introducing a planned rollout of more direct service provision to carers including a direct advisory service on all care issues. Identifying risk aspects of both existing and any new services introduced and formulating policies to limit or avoid the Charity’s’ exposure to such new risks.

The Operations Manager will report formally to the Trustees, primarily via a Nominated Trustee as the normal point of contact, or via an alternative nominated Trustee when the Nominated Trustee is unavailable.


1. Policy and Compliance

• Legal and Best Practice Compliance
Ensuring compliance with statutory and regulatory Charity Commission requirements, guidance, best practice and instructions specific to The Leonardo Trust.
Implementing law and best practice relating to property maintenance and health and safety
Attending courses on the above, where required, to develop and maintain competence
Taking legal advice on trustees’ interpretation of trust deed admission criteria and other matters where required

• Operating Policies
Updating The Leonardo Trust Regulations and policies to include, Health and Safety, Complaints, Equal opportunities, Competitive tendering and Security policy accessing Criminal Records Bureau where appropriate
Update, revision and Issue of Statement terms and conditions of employment

• Bournemouth, Poole and Dorset Council Policies
Monitoring and implementing, where required, Care policy and changes thereto
Understanding Disabled facilities grants and Care Grants and their impacts
On carers and the operations of the charity

• Insurance Policies
Monitoring types and levels of cover required

2. Office Administration

• Trustee Meetings
Attending meetings, preparing and distributing agendas and meeting notes for all trustee meetings
Assisting in the preparation of periodical summary financial reports
Drafting minutes of meetings for approval by the Nominated Trustee
Monitoring Governance requirements (e.g. retirement by rotation of trustees)
Extracting from minutes decisions with long-term implications of the Charity for inclusion in Record of Key Decisions

• Committee Meetings
Acting as a member of any other permanent or temporary committees that may be established if requested to do so (none at present)
Preparing any committee agendas and distributing meeting papers
Drafting minutes of meetings for circularisation to the Trustees

• Liaison with Bournemouth, Poole and Dorset Councils
Corresponding with relevant Departments seeking potential carers

• General Correspondence and Duties
Corresponding with The Charity Commission
Corresponding with charities and other organisations re potential applicants
Placing newspaper advertisements and requesting publicity
Maintaining and developing the Charity website alongside existing IT support contract
Line managing all staff, conducting Annual appraisals, objective setting and agreeing development plans; conducting periodic 1:1 discussions and reviews
Countersigning charity awards as and when required

• General
Maintenance and disposal, as applicable of old records; retention of any thought to be of long term importance
Gradual development of a comprehensive and effective digital database relating to charity clients
Identifying and developing opportunities to promote The Leonardo Trust and increase coverage throughout the county
Continuation and development of existing support to various Carers Groups

4. Finance

• Budget
Assisting in the preparation for approval of the annual budget
Preparing figures to compare the budget with year to date performance, particularly with regard to value of awards made

• Routine Accounting
Assisting in preparing internal financial procedures and controls and day-to-day management of finances and bank accounts
Preparing monthly bank reconciliation
Monitoring payment and receipt of awards to clients

• Preparation of Accounts
Assisting in preparing quarterly and annual accounts
Assisting in preparing periodical financial reports as required
Assisting in preparing Trustees’ Annual Report
Liaising, as and when required with Independent Examiner of the Charity’s accounts
Circulating financial reports to trustees and Independent Examiner

5. Property Management

• Property Maintenance

Ensuring the proper management and maintenance of the charity’s leased premises at 5 Dunyeats Road, Broadstone
Obtaining quotations and ensuring proper execution of any repairs, improvements or other matters required under our lease obligations
Ensuring all health and safety obligations are met under the charity’s occupation of the premises
Monitoring and maintenance of the car parking arrangements applicable to the office

Health and Safety
Ensuring compliance to the Leonardo Trust health and safety policy in all aspects of the charity’s operations
Ensuring compliance with current fire regulations relating to the charity premises
Ensuring the devolvement of Health and Safety duties to another employee or trustee during periods of holiday or absence

• Security
Making all reasonable checks and reviews to secure the charity premises remain safe and secure on an ongoing basis.
Ensuring the devolvement of Security duties to another employee during periods of holiday or absence

6. Skills and Experience

It is considered that the ideal candidate would meet the following skills and experience profile:

People management - Essential
Strong leadership skills - Essential
Experience of operating under a recognised management system - Essential
Excellent verbal and written communication skills - Essential
Ability to solve problems quickly and efficiently - Essential
Excellent organisational skills - both project and personal - Essential
Excellent level of computer literacy and familiarity with Microsoft packages including Word and Excel – Essential; PowerPoint – Desirable;
High level of numeracy and literacy skills - Essential
Proven project management skills - Essential
Full clean driving license and access to a vehicle - Essential
Demonstrable successful in funding applications - Desirable
Experience of coaching and mentoring - Desirable
Experience of developing volunteer programmes - Desirable
Educated to degree level or above - Desirable
Demonstrable experience of business development - Desirable

7. Knowledge and Understanding

A level of knowledge and understanding in the following areas would be expected:

Understanding of, and interest in, the voluntary and paid care sector - Essential
Understanding of the UK Welfare Benefit system - Essential
Understanding of the Third Sector and its working parameters – Desirable
Understanding of principal issues faced by carers - Desirable

Terms of Employment

Hours of work: 37.5 per week

Normal working hours: 9 am to 5 pm Monday to Friday with 30 minutes paid break for lunch.

Some flexibility to number and make up of these working hours may be required. This position is likely to require additional hours at certain periods and will not attract an additional hours payment. However time off in lieu may be authorised for any exceptional hours worked on specific projects.

Holidays: 28 days per annum including public holidays

Probationary period: 6 months with informal review after 3 months.

Salary: Negotiable commensurate with the applicant’s suitability, record of achievement and experience

To apply for the above vacancy please find below the contact details - please do not apply to Bournemouth Council for Voluntary Services

Contact Details:

Tel: 07973331520
Closing Date: 13/10/2017