The Association
The University of St Andrews Students’ Association presently has over 9,000 members. We provide a range of services including advice and representation, a catering service on two sites and four bars. We are the primary entertainments venue for St Andrews’ students, and support a thriving student activities scene with over 140 affiliated societies.
The Position
OPERATIONS MANAGER
FURTHER PARTICULARS
Hours of work
36.25 per week, 9 month contract
Salary
£27511 - £40322 p.a.
The role
To introduce improved operational practices across the Students Association that will ensure the organisation is adhering to appropriate regulations and professional standards whilst also improving effectiveness of services.
To establish robust measurement and reporting that provides the management team and the board with clear metrics that demonstrate operational performance and also support identification of opportunities and areas for improvement.
To lead the implementation of new practices, where appropriate, in order to make them sustainable and repeatable. Lead and develop documentation of relevant practices and training for staff and students as appropriate. October 19
To recommend to the Board any changes which may be required to sustain ongoing improvement of practices and quality of services.
Description of Specific Duties
Scope of Role
All areas of the organisation are in scope although initial priorities are noted below and will be subject to agreement with the General Manager and the Chair of the Board.
- Human Resources & People:
- Record keeping completeness and confidentiality;
- Inventory of HR practices and procedures;
- Induction processes and content;
- Management Information & Reporting
- Identify services and activities where measurement and reporting is required to understand usage, level of service and consideration of future resourcing.
- Areas to be included are building occupancy and usage by service / time; advocacy related services;
- Develop reporting and dashboards for management and Board that are used as regular review and to support forward planning.
- Work with Sabbatical Officers and Management Team to establish content and approach for Board and Committee reporting and updates.
- Data Protection
- Work with GDPR lead to ensure that practices are GDPR compliant and can be evidenced.
- Identify and arrange any training required for staff.
- Policies
- Create central register of all Association Policies, ensure that record keeping, and central copies are in place.
- Establish a plan for a regular cycle (expected to be over 1 – 2 years) of review of policies with named owners who will be responsible for the review of each policy.
- Risk Management
- Work with Deputy General Manager to actively review and update the Association’s risk register ensuring that mitigating plans and actions are in place.
- Establish a regular review cycle that refreshes the risk and actions and provides effective reporting to the Board.
- General
- Where opportunities for development or enhancement of services, provide options for consideration by Management Team and Board as part of the regular planning cycle.
Approach
In undertaking this role, the Operations Manager will work collaboratively with all members of the management team, the sabbatical officers and will also interact with lay trustees. The Operations Manager will become a member of the management team.
The purpose of the role requires an approach that involves discovery prior to consideration of improvements. It is important that current state is captured identifying the priority areas and gaps and that recommendations are clearly articulated with plans that are agreed with the General Manager.
The Operations Manager will meet jointly with the General Manager, Deputy General Manager, and the Chair of the Board to review findings and recommendations on a 6 weekly basis.
2.
Attributes
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Essential
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Desirable |
Means of Assessment
(application form, interview, test, presentation etc.)
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Education & Qualifications
(technical, professional, academic qualifications and training required)
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Qualification in administration/
information management, HR, general management
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Certificates, application letter, CV |
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Experience & Knowledge
(examples of specific experience and knowledge sought)
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Good general management skills and experience with focus on process improvement, reporting, HR and commercial.
Change Management experience.
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Understanding of HR policies and procedures
Understanding of GDPR/data protection
Experience of risk management
Education sector experience
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CV, application letter and interview |
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Competencies & Skills
(effective communication skills, initiative, flexibility, leadership etc.)
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Strong communications skills, both written and verbal. Strong interpersonal skills
Ability to communicate effectively and influence at all levels of the organisation and with the Board.
Self-motivated.
Ability to demonstrate results through assigned work.
Collaborative
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Understanding of digital solutions and effective use of technology. |
CV, application letter, interview |
Essential Criteria – requirements without which a candidate would not be able to undertake the full remit of the role. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the short listing stage.
Desirable Criteria – requirements which would be useful for the candidate to hold. When short listing, these criteria will be considered when more than one applicant meets the essential requirements.
Full Job Role (attach to email via 'apply')