Job summary
Off the Record is currently recruiting for a Head of Contracts and
Operations. This is a new senior management post responsible for the strategic management/oversight of Off the Records central services
including finance, administration, data and premises. The Head of Contracts and
Operations will work as part of the Charity's new Senior Management Team assisting the CEO/Assistant CEO in the strategic management of the charity to ensure the
successful delivery, development and long-term sustainability of our
mental health support services to children and young people in SW London.
This is an exciting time to join one of the largest local charities
in SW London, with an annual turnover in excess of £2.8m, as we strengthen
and diversify our strategic leadership and management team in order to
future-proof the charity for the next decade.
This is a full-time vacancy but reduced hours of min 30 hrs p.w. across
4 days would be considered. The post is office-based in Croydon but will
require regular travel around SW London.
For this role you
will need at least 3 years experience working in a senior technical management
role. You will need excellent organisational, workload and time management skills alongside
strong numerical skills and financial/business acumen.
You will also need to be a friendly approachable
person with energy, enthusiasm, optimism & a flexible and hands-on approach
to your work.
Main duties of the job
The postholder will
line manage two Finance Officers, the Senior Administration Manager & the
Data Manager and will carry ultimate senior management responsibility for these
areas of Off the Records operations.
The post has been
created to strengthen infrastructure capacity in recognition of the recent
substantial growth of the charity.
Strategy
& Governance - as part of the Senior Management Team, assisting with the overall strategic direction of the charity; mobilisation of key strategic partnerships & holding a charity-wide persoective on data & performance
Contract
Management - Oversee the management of contracts including liaison with commissioners
Operations - overseeing central administration for the charity
Data Governance - reviewing data targets/KPIs; overseeing quartrely statistics and NHS data submisisons
Finance & Fundraising - leading on preparing and submitting funding applications & tenders; line managing the charity's Finance Officers & overseeing financial functions
General - any other duties consistent with the efficient and effective management of the charity
Please view application pack for full description of role.
The post-holder will be required to work some
evenings and occasionally at weekends and/or Bank Holidays in accordance with
the needs of the charity and may be required to undertake such other duties as
may be identified by the Senior Management Team.
About us
Off the Record (OTR) is an
award-winning young peoples mental health charity offering a range of support
services for children and young people across the London Boroughs of Croydon,
Sutton and Merton. The charity has been running for almost 30 years delivering
our vision of showing-up for all children and young peoples mental
health.
We are an outward looking charity
with a compelling reputation for delivering professional support services to
young people in South London coupled with the motivation to develop new and
innovative and cutting-edge responses to mental health needs. At our core is a
commitment for strong active engagement with young people and creating support
thats relevant, flexible and accessible. Young people need to be at the heart
of all our service design and we are committed to making sure young people are
able to get help now when they first reach out for it.
Job description
Job responsibilities
The Head of Contracts
& Operations is a new senior strategic management role responsible for the strategic management/oversight of Off the Records central services
including finance, admin, data and premises. The postholder will line manage
two Finance Officers, the Senior Administration Manager & the Data Manager
and will carry ultimate senior management responsibility for these areas of Off
the Records operations. The post has been created to strengthen infrastructure
capacity in recognition of the recent substantial growth of the charity. The
Head of Contracts and Operations will work as part of the Charitys new Senior
Management Team assisting
the CEO/Deputy CEO in the strategic management of the charity to ensure the
successful delivery, development and long-term sustainability of our mental
health support services to children and young people in SW London in line with
our mission, vision and values.
Key Accountabilities
Strategy
& Governance
1.
Act as a
member of the Charitys Senior Management team assisting the CEO and Deputy CEO
in the overall strategic leadership of the charity, ensuring the charitys
mission, vision and values are embedded in all our work and thinking and in our
management of staff and volunteers.
2.
Meet
regularly with other members of the Senior Management team taking
responsibility for charity-wide areas of work as agreed within the
SMT.
3.
Support
the CEO & Deputy CEO in long-term strategic development & resource
planning
4.
Supporting
the development and mobilisation of key new strategic partnerships
5.
Overseeing cross-borough synergies & efficiencies; holding a
charity-wide perspective on data and performance to ensure an ongoing
improvement in all operational delivery.
6.
Ensure information is filed regularly at Companies House and with
the Charities Commission and that all statutory requirements are met by the
charity.
Contract
Management
7.
Oversee
the management of contracts, including liaison with commissioners, contract
compliance, monitoring & evaluation; reviewing, renewal & signing of
contracts; mobilisation of new contracts
8.
Central
link for commissioner contacts and responding to commissioner queries and
requests
9.
Leading
on the operational mobilisation of new contracts
10.
Looking
ahead to strategic commissioning changes e.g. ICB restructuring; PSR
11.
Social
Value leading on conceptualisation of OTR social value statements and
integrating these into new contracts and tenders
Operations
12.
Line management of
Senior Administration Manager and through them, overseeing the central administrative
function of the charity including premises and health and safety frameworks
Data
Governance
13.
Line
management of Data Officer; ensuring robust data management policies; annual
NHS Data Security & Protection Toolkit submission, overseeing NHS data
submissions; acting as DPO & SIRO
14.
Reviewing
data targets/KPIs monthly; overseeing quarterly statistics; feeding back key
statistics and trends into the Senior Management team
Finance &
Fundraising
15.
Leading on preparing and submitting regular high quality funding
applications and contract tenders, working collaboratively with other Senior
managers, including setting budgets for bids.
16.
Oversee the operation of the Fundraising Strategy, helping to
identify new sources of funding and potential business
opportunities.
17.
Communicate with existing funders and submit reports as
required.
18.
Initial preparation of reports to the Trustee Board on progress
against targets and milestones.
19.
Finance
line manage Finance Officers; overseeing annual budget preparation;
monitoring payments; reviewing management accounts; liaising with Treasurer
& serving on the finance sub-committee; financial forecasting
General
21.
Carry out
any other duties consistent with the efficient and effective management of the
charity as may be required.
Job description
Job responsibilities
The Head of Contracts
& Operations is a new senior strategic management role responsible for the strategic management/oversight of Off the Records central services
including finance, admin, data and premises. The postholder will line manage
two Finance Officers, the Senior Administration Manager & the Data Manager
and will carry ultimate senior management responsibility for these areas of Off
the Records operations. The post has been created to strengthen infrastructure
capacity in recognition of the recent substantial growth of the charity. The
Head of Contracts and Operations will work as part of the Charitys new Senior
Management Team assisting
the CEO/Deputy CEO in the strategic management of the charity to ensure the
successful delivery, development and long-term sustainability of our mental
health support services to children and young people in SW London in line with
our mission, vision and values.
Key Accountabilities
Strategy
& Governance
1.
Act as a
member of the Charitys Senior Management team assisting the CEO and Deputy CEO
in the overall strategic leadership of the charity, ensuring the charitys
mission, vision and values are embedded in all our work and thinking and in our
management of staff and volunteers.
2.
Meet
regularly with other members of the Senior Management team taking
responsibility for charity-wide areas of work as agreed within the
SMT.
3.
Support
the CEO & Deputy CEO in long-term strategic development & resource
planning
4.
Supporting
the development and mobilisation of key new strategic partnerships
5.
Overseeing cross-borough synergies & efficiencies; holding a
charity-wide perspective on data and performance to ensure an ongoing
improvement in all operational delivery.
6.
Ensure information is filed regularly at Companies House and with
the Charities Commission and that all statutory requirements are met by the
charity.
Contract
Management
7.
Oversee
the management of contracts, including liaison with commissioners, contract
compliance, monitoring & evaluation; reviewing, renewal & signing of
contracts; mobilisation of new contracts
8.
Central
link for commissioner contacts and responding to commissioner queries and
requests
9.
Leading
on the operational mobilisation of new contracts
10.
Looking
ahead to strategic commissioning changes e.g. ICB restructuring; PSR
11.
Social
Value leading on conceptualisation of OTR social value statements and
integrating these into new contracts and tenders
Operations
12.
Line management of
Senior Administration Manager and through them, overseeing the central administrative
function of the charity including premises and health and safety frameworks
Data
Governance
13.
Line
management of Data Officer; ensuring robust data management policies; annual
NHS Data Security & Protection Toolkit submission, overseeing NHS data
submissions; acting as DPO & SIRO
14.
Reviewing
data targets/KPIs monthly; overseeing quarterly statistics; feeding back key
statistics and trends into the Senior Management team
Finance &
Fundraising
15.
Leading on preparing and submitting regular high quality funding
applications and contract tenders, working collaboratively with other Senior
managers, including setting budgets for bids.
16.
Oversee the operation of the Fundraising Strategy, helping to
identify new sources of funding and potential business
opportunities.
17.
Communicate with existing funders and submit reports as
required.
18.
Initial preparation of reports to the Trustee Board on progress
against targets and milestones.
19.
Finance
line manage Finance Officers; overseeing annual budget preparation;
monitoring payments; reviewing management accounts; liaising with Treasurer
& serving on the finance sub-committee; financial forecasting
General
21.
Carry out
any other duties consistent with the efficient and effective management of the
charity as may be required.
Person Specification
Experience
Essential
- At least 3 years experience in a senior technical operational role Experience of working at a senior level with a wide range of individuals and organisations
- A good understanding of business operations and experience of resolving daily operational issues
- Substantial experience in financial activities including preparation of budgets, reviewing of management accounts, overseeing annual audits (financial qualification desirable)
- Experience of researching and preparing successful funding bids including preferably for NHS contracts
Qualifications
Desirable
Personal Qualities
Essential
- Commitment to equality, diversity, and inclusion demonstrated through everyday professional relationships
- Friendly approachable person with energy, enthusiasm, optimism & a flexible and hands-on approach to their work
- Self-motivated and capable of working independently and with a team
- Excellent levels of discretion and judgement
Knowledge & Abilities
Essential
- Strong interpersonal skills and ability to interact with a wide range of professionals within the commissioning and finance sectors
- Excellent verbal and written communication skills including the ability to extrapolate and communicate complex information in an accessible way
- Excellent organisational, workload and time management skills and proven ability to meet deadlines under pressure
- Strong IT skills confident in using MS Office
- Strong numerical skills and financial/business acumen with the ability to hold complex contract details and understand some of the financial challenges of running a commercially viable charity
- Strong analytical skills able to interpret data to effectively understand the operating environment to assess risks and to effectively monitor and evaluate service delivery
- Understanding of GDPR and experience of data management requirements
- Meticulous and methodical but with an ability to prioritise key issues and actions
- Knowledge of statutory compliance for charities and small businesses
- Ability to write clear, detailed reports on performance and development areas
Person Specification
Experience
Essential
- At least 3 years experience in a senior technical operational role Experience of working at a senior level with a wide range of individuals and organisations
- A good understanding of business operations and experience of resolving daily operational issues
- Substantial experience in financial activities including preparation of budgets, reviewing of management accounts, overseeing annual audits (financial qualification desirable)
- Experience of researching and preparing successful funding bids including preferably for NHS contracts
Qualifications
Desirable
Personal Qualities
Essential
- Commitment to equality, diversity, and inclusion demonstrated through everyday professional relationships
- Friendly approachable person with energy, enthusiasm, optimism & a flexible and hands-on approach to their work
- Self-motivated and capable of working independently and with a team
- Excellent levels of discretion and judgement
Knowledge & Abilities
Essential
- Strong interpersonal skills and ability to interact with a wide range of professionals within the commissioning and finance sectors
- Excellent verbal and written communication skills including the ability to extrapolate and communicate complex information in an accessible way
- Excellent organisational, workload and time management skills and proven ability to meet deadlines under pressure
- Strong IT skills confident in using MS Office
- Strong numerical skills and financial/business acumen with the ability to hold complex contract details and understand some of the financial challenges of running a commercially viable charity
- Strong analytical skills able to interpret data to effectively understand the operating environment to assess risks and to effectively monitor and evaluate service delivery
- Understanding of GDPR and experience of data management requirements
- Meticulous and methodical but with an ability to prioritise key issues and actions
- Knowledge of statutory compliance for charities and small businesses
- Ability to write clear, detailed reports on performance and development areas
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
