OXPIP INTERIMOPERATIONS MANAGER – JOB DESCRIPTION

Job Title: Interim Operations Manager

Remuneration: based on £28,000per annum

Hours: 37.5 hours per week

Reporting to: Executive Director and/or Trustee responsible for finance

Responsible for: Administration Assistant

Location: Kidlington, Oxfordshire

The Oxford Parent Infant Project (OXPIP) is looking for a suitable candidate to fulfill the role of Operations Manager on an interim, full-time basis until a permanent appointment can be made. The intention is to make an early appointment on a self-employed basis although we will consider alternative forms of appointment for the right candidate. The successful candidate will have the opportunity to be considered for the permanent role should they wish.

Primary job purpose

The day-to-day management of the Oxford Parent Infant Project’s (OXPIP) administration, operations, finance and IT functions, andproviding support for Directors, Clinicians, Trustees and other staff in their work.

Job summary

The Operations Manager is at the heart of the organisation and helps to ensure that our Clinicians can carry out their work safely and professionally. OXPIP is at an exciting stage of its development and this role, part of a small team, offers an interesting and varied challenge, which will be very rewarding for the right candidate.

Role and responsibilities
The Interim Operations Manager will take overall responsibility for:

  1. Management of the client database and supporting the Clinical Director in the client referral process to ensure complete confidentiality of mothers, fathers and babies.
  2. Manage day-to-day invoice payment and payroll processes ensuring they are processed in good time and recorded in the appropriate systems (Xero).
  3. Supporting the Executive Director and Trustees in producing timely, accurate, financial reports.
  4. Line management of the Administration Assistant.
  5. Work with the Executive Director and others to ensure that contracts and other HR policies and procedures are kept up to date. Responsible for recording annual leave and absences.
  6. Support the organisation and management of trustee, team and other meetings producing minutes as required.
  7. To manage or support the smooth running of OXPIP activities includingfundraising events, conferences, training and team events.
  8. Involvement in the preparation of funding and training bids when needed.
  9. Ensure OXPIP complies with all reporting requirements from grant givers and funders as appropriate andthat reports give accurate information on expenditure against the budget.
  10. To manage OXPIP’s IT systems, including use of Macs, iPads and mobile phones. Train staff in IT procedures where necessary.
  11. Organising cost-effective maintenance of OXPIP’s main office.
  12. Working with the Executive Director and Trustees to manage the production of annual report and accounts, Charity Commission annual return and annual Gift Aid claims, adhering to required deadlines.
  13. Ensure the organisation continually operates within relevant legal requirements, including the Data Protection Act and Health and Safety regulations.
  14. Other duties in line with the job purpose.

Person Specification

The right candidate will:

  1. Be calm and methodical with a professional and reassuring presence
  2. Maintain confidentiality, and work with discretion and tact
  3. Have strong numeracy skills; accuracy and attention to detail are essential
  4. Have strong computer skills and be able to support others who are less confident. Familiarity with Microsoft Office, databases and other IT infrastructure would be an advantage
  5. Have excellent communication skills and a professional telephone manner
  6. Be adaptable and flexible in dealing with a wide variety of people and tasks
  7. Have experience of general office administration and management. Line management experience of staff/volunteers is desirable
  8. Have an understanding and training in Health & Safety, Fire regulation, First Aid (desirable)
  9. Be able to work independently and as part of a team
  10. Possess an understanding of the pressures facing parents
  11. Be prepared for change and growth

Why OXPIP?

  • Central accessible location in Kidlington, ease of parking and public transport
  • Office based with some flexibility over daily hours
  • Strong engaged trustee involvement
  • Significant opportunity to support well-established highly regarded local charity
  • Small friendly team
  • Recognised expert clinicians in Parent Infant Psychotherapy

How to apply:

Please email your CV and covering letter to