JOB DESCRIPTION and Person Specification – OPERATIONS MANAGER
OPEN DOOR, YOUNG PEOPLE’S CONSULTATION SERVICE
JOB DESCRIPTION / PERSON SPECIFICATION
Job Title: Operations Manager (4 days a week – 30 hours)
Responsible to: Director
Responsible for: All support staff
Currently: Clinical Administrators x 2 (part-time)
Administrator (Finance & Facilities) (part-time)
Cleaner (part-time)
A JOB SUMMARY
· To provide leadership and management to the Support Service which is responsible for:
o The administrative support required to efficiently deliver Open Door’s clinical services in its various locations.
o Facilities and office management; ICT and data collection and analysis functions.
o Financial management and administration
o Income Generation (Fundraising) – the Support Service is responsible for raising unrestricted income by letting spare capacity in our offices and more generally supports funding applications to other funders.
o Human resources administration.
o Supporting external relations including the production of media (printed or web based) and organising events.
o Support for the good governance of Open Door including the Board of Trustees and external regulation.
o Ensuring that Open Door’s policies and procedures are up-to-date and understood by staff/consultants.
· To provide cover for the frontline clinical administrators when necessary (eg lunch time, holiday or sickness absence)
· Business Development – to support the Director in developing Open Door in line with its agreed Business Plan.
· To act as budget holder for the Support Services within a framework of delegated authority
· The Operations Manager is the Health and Safety Officer for the organisation and monitors policies and procedures in accordance with legal requirements and arranges appropriate training.
· To provide non-clinical Project Management for key projects as designated by the Director. As part of this role the post holder will be a member of the Project Management Group.
B INFORMATION ABOUT OPEN DOOR
Open Door is a charity (and company limited by guarantee) that provides confidential counselling and psychotherapy to young people aged between 12 and 24, and a separate consultation service for parents of teenagers.
We are based in Haringey, north London and most of the young people that we see come from Haringey and surrounding Boroughs.
Open Door's professional team are highly trained and experienced in working with young people. The therapists at Open Door can help young people feel comfortable and able to talk about themselves. Therapists adapt their approach to find a way of supporting the young person, help the young person identify the problem they need help with, and work out the best approach for Open Door to take. The psychotherapists work with a supportive psychotherapy approach and usually provide once weekly appointments.
Open Door offers short, medium and longer-term psychotherapy, CBT (Cognitive Behaviour Therapy) and Mindfulness on an individual and group basis. We offer mostly daytime appointments during weekdays plus a limited number of evening appointments.
Appointments are provided free to young people under the age of 18 and young adults over the age of 18 are asked to make a small contribution if they are in paid employment.
Open Door also runs an innovative Parenting Teenagers Project called the PTP, which is targeted at parents of young people aged 12-21 where the parent is concerned about a teenager who will not seek and access help in their own right. Some parents are expected to make a contribution to the cost of this service.
C TEAM RELATIONSHIPS
Open Door is a small organisation and good team relationships are important in our working environment.
All the staff working at Open Door are expected to co-operate with their colleagues to deliver a high quality service to all of its clients and customers. This includes young people and adults who use our services, enquirers, referral agencies, external professionals, funders and suppliers. Staff are also expected to contribute to and participate in the general development of Open Door.
D GENERAL
1) Job Description
a) This is not an exhaustive list of duties and responsibilities and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the Director.
b) This job description may be reviewed in the light of changing service requirements, any such changes will be discussed with the post holder.
2) Policies, Procedures and Guidelines
a) The post holder is required to comply with Open Door’s policies, procedures and guidelines including those related to Equal Opportunities, Health and Safety, Complaints, Child Protection, Disciplinary and Grievance.
b) All information concerning clients and staff must be treated as strictly confidential at all times.
INDICATIVE TERMS & CONDITIONS
Contract
· The majority of this post will be funded by time limited external funders. As a result, a fixed term contract will be initially offered of 12 months.
Salary
· This post, for the purposes of determining pay, is linked to the NHS Agenda for Change [Band 6], Spinal Point [20-25]. Currently [£28,519-£34,154 including Outer London weighting]. The expectation is that the post holder will work 4 days a week so will receive 80% of the full-time salary.
· The Spinal point for appointment will be based on competence and experience but given current financial constraints on Open Door, it is unlikely that the appointment will be made at a point higher than 21 [£29,651 including Outer London weighting].
· Open Door is a charitable organisation dependent upon external funding. It will always try to pay the annual cost of living increase agreed for NHS employees but this is subject to affordability.
· Staff are appointed to a fixed point on the NHS pay spine. The award of additional increments is at the discretion of Open Door and normally will only be considered if a member of staff has agreed to take on additional responsibilities.
Hours of work
· The post holder is expected to work an equivalent of 80% of a full-time post.
· The full time working week for this post is that set out in the NHS Agenda for Change terms and conditions. This is currently 37.5 hours per week which means that the post holder would be expected to work 30 hours per week.
Annual leave
· The annual leave for a full-time equivalent post is that set in the NHS Agenda for Change terms and conditions. For new full time staff the entitlement is 27 days + 8 public holidays increasing after 5 and 10 years’ service. This post would attract [80%] of this entitlement.
Other NHS Agenda for Change Terms and Conditions
· With the exception of the arrangements described above, no other NHS Agenda for Change Terms and Conditions apply to your employment by Open Door in this role.
Other terms and conditions
Normal hours of work
· The normal hours of work will be as agreed between the post holder and the Director from time to time. These will normally be between the hours of 9 am and 8 pm on Monday through to Thursday or 9 am to 5 pm on a Friday when the Open Door Crouch End Office is not currently open for services.
· There would be the possibility for some home working but this would need to be agreed with the Director.
Pension
· Open Door makes a 3% contribution to a Group Scheme.
Compassionate leave
· At the discretion of the Director.
Sickness absence and pay
· The existing Open Door scheme
Redundancy payments
· The statutory scheme
Notice period
Length of time in service / By employee / By OD (employer)Probation period / 1 week / 1 week
End of probation period – 6 years / 6 weeks / 6 weeks
6yrs – 12 yrs / 6 weeks / 1 week for each year of employment
12+ / 6 weeks / 12 weeks
Parental rights and dependent’s leave
· The statutory scheme
Location / mobility
· Open Door currently has office bases in Crouch End and Tottenham.
· Staff may be required to deliver part or all of the service from these bases or other outreach locations.
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JOB DESCRIPTION and Person Specification – OPERATIONS MANAGER
Person Specification – Operations Manager
Essential
/Desirable
Education and Qualifications
· Education to degree level (or equivalent work experience) / · Training (short courses) or qualification in:o Management
o Project Management
o Financial management
o ICT management
o Customer care
Knowledge and Experience
· A successful track record in:o managing a small team including volunteers/interns
o office / facilities management
o managing financial budgets and systems
o developing / managing IT based Information Systems / · Knowledge of the voluntary sector and its regulatory framework
· Knowledge of how mental health services and services for young people are organised
· Knowledge of Health & Safety legislation
· Knowledge of on-going developments in ICT technology and its impact on Open Door’s operations
· Experience of contributing to service development
· Experience of fundraising
· Basic knowledge of employment law and good HR practice
Skills and Competencies
/· People management skills
· Excellent communication skills
· Presentation skills
· Ability to use Microsoft Office programmes
· Advanced spreadsheet and database skills
· Ability to learn, manage & develop specialist software packages (eg ClinicOffice)
· Contract management skills
· Time management skills
· Customer Care skills
Personal Characteristics
/· Ability to work under pressure and as part of a team in a demanding environment
· Good understanding of the importance of a client focussed service
· Ability to adapt and change according to daily circumstances and the needs of the charity
· Readiness to try new things
· Ability to recognise when to seek help or appropriate assistance from colleagues
Page 1 of 5 January 2014