Work for Us

Facilities and Operations Manager

 

Would you like to help young people in north London achieve their potential? Could you manage welcoming, community-focused buildings and operations for a friendly youth charity? The Winch has been at the heart of the community in Swiss Cottage since 1973. We are looking for a dedicated, enthusiastic and experienced person who can manage our facilities and operations. Whether part-time or full-time, we want someone who loves solving practical problems, as well as constantly improving the way things work for our staff, children and young people.

Job Description
Post: Facilities and Operations Manager
Contract: Permanent
Accountable to: Chief Operating Officer
Salary: £25,000-30,000 pro rata
Hours:Full-time or part-time, (24-40 hours per week)
Location: 21 Winchester Road, London, NW3 3NR and the local area
About The Winch:
Over one in three young people in North Camden are growing up in poverty. Yet whilst there is a great deal of work at policy level to consider how to address this, not enough is being done to tackle it in an innovative and robust way on the ground. Founded in 1973, our vision is to transform the life chances of children growing up in poverty in North Camden. We work to achieve this through our cradle to career pipeline of activities, opportunities and support. Our mission is to help each child succeed, regardless of their circumstances, by giving them the opportunities and support they need.
We’re committed to the following values:
• Act with integrity - authenticity must lie at the heart of what we do.
• Be ready for anything - we recognise that others’ lives and situations require us to be flexible and responsive.
• Go the extra mile - we understand that additional commitment is often needed to make a difference, whether to a child or a professional.
• Show compassion - we see each person we work with as a unique individual and part of our family.
• Take the initiative - we feel that too often interventions fail or systems miss the point because nobody is being proactive and seeking out solutions.
• Work collaboratively - we believe that children, parents and everyone committed to supporting them hold part of the solution.
About the role
The Winch is a children’s charity in North Camden, London. Our mission is to help each child succeed, regardless of circumstances. We are looking to appoint a Facilities and Operations Manager who can manage our operations and our two sites, supporting our services to be delivered excellently. This is a key position for the organisation, as you are responsible for ensuring our team and service users have a happy and welcoming base. We are looking for a capable, enthusiastic and knowledgeable individual who has experience of managing facilities and improving operations. The Facilities and Operations Manager will be responsible for the maintenance, regulatory compliance and oversight of our facilities, and for developing and implementing processes and systems to ensure compliance and quality in a range of areas.
The post holder will have experience of building regulations including health and safety, fire safety, and risk assessment, and in project management and delivery. S/he will have experience of managing buildings, back office and data and HR functions, and of ensuring that operations are running smoothly.
S/he will be supported by a team including a full-time receptionist apprentice,
sessional hosts, volunteers and interns who will.
The Facilities and Operations Manager will report directly to the Chief Operating
Officer but will be required to liaise with staff across the organisation as a whole. This
will be a role which is both internally and externally facing, focused on creative
problem-solving and responsive trouble-shooting. You will also development and
implement of new processes and systems to ensure the charity functions effectively.
In addition to direct responsibility for the areas above the Facilities and Operations
Manager will oversee the duties undertaken by her/his team, including front of house
activities and customer service, data management, room hire and promotion, and
ensuring the cleanliness and maintenance of our facilities through effective
management and scheduling.
The role will require excellent communication, interpersonal and organisational skills
and the ability to manage change and problem-solve in relation to areas of
responsibility.
Key Responsibilities
1. To oversee facilities management and maintenance, including ensuring:
a. Effective management of the main office and the organisational diary
b. Facilities are maintained to clean, safe and secure standards
c. Identification of solutions to facilities issues
d. Procurement and contracting of equipment, supplies and services
e. Project management to complete building improvement tasks and activities

2. To ensure regulatory compliance across the organisation, including by:
a. Identifying regulatory needs and improvements in data protection and security, health and safety, and fire safety
b. Developing and implementing new systems, processes and policies as required
c. Implementing change to adhere to regulatory requirements
d. Undertaking activities to support compliance and performance in other areas, such as communications and finance

3. To maintain professional processes and records, including by:
a. Maintaining HR records and undertaking related duties, such as the provision of references and the undertaking of DBS checks
b. Maintaining financial (including petty cash), membership, room hire and other records
c. Managing recruitment processes and practicalities
d. Undertaking archiving, organisation and storage, online and in office
e. Adhering to high standards of data collection, protection and security
f. Ensuring a positive, productive, supportive and safe working environment

4. To manage, support and motivate staff to ensure the provision of:
a. Administrative support including database inputting and communications
b. Booking, processing and hosting of hirable spaces
c. Cleaning and maintenance of spaces
d. Excellent internal and external customer service, including by email and telephone
e. Deputising and/or arranging cover for unavailable staff as required

5. General duties
a. To exhibit the values of the organisation
b. To participate in wider activities to support the organisation
c. To attend and conduct individual and team meetings as required
d. To contribute to The Winch through dialogue about the identity, ethos and aims of our work with children and young people

Review of Job Description
This job description is intended as an outline indicator of general areas of activity and will be amended in the light of the changing needs of The Winch. It will be reviewed in conjunction with the post holder on an annual basis.
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 & Barring Service to check for any previous criminal convictions.

Person Specification
(Please note: E – essential; D – desirable)
1. Qualifications and Education
• Qualifications evidencing requisite literacy and numeracy (equivalent to Grade C at GCSE in English and Maths) (E)
• Building management qualification to include health and safety and fire safety (D)
• Relevant HR qualification (D)
• Management qualification (D)
• A current driving license (D)
2. Required Experience
• Proven experience as a facilities or operations manager, or similar (E)
• Significant experience of successfully managing a building or multiple buildings (E)
• Experience of risk assessment and risk management (E)
• A proven track record of success in process management (E)
• Broad experience of project and change management (E)
• Experience of working with multiple stakeholder groups at all levels within an organisation (E)
• Experience of managing individuals and teams (E)
• Experience of dealing with HR records, policies and processes (D)

3. Required Skills and Knowledge
• Able to manage and support a team (E)
• Able to find creative solutions to complicated problems (E)
• Able to implement change across an organisation, involving different stakeholders (E)
• Understanding of regulatory requirements for buildings and facilities including health and safety, fire safety and risk assessment (E)
• Excellent written and verbal communication skills (E)
• Highly proficient in the use of ICT (E)
• Proven record of small-scale project management (E)
• Sensitive and effective interpersonal skills and emotional intelligence (E)
• Understanding of data protection and record-keeping (E)
• Understanding of project management principles and practice (E)
4. Required Characteristics
• Highly organised, professional and reliable (E)
• Highly motivated and self-starting (E)
• Able to develop professional and productive relationships with service users, members of the public, staff members and volunteers (E)
• Able to forge effective internal and external working relationships at every level (E)
• Able to organise self and others including the effective use of technology (E)
• Able to work flexibly and adapt quickly to change and to support others to follow (E)
• Able to multitask to a high level (E)
• Able to work in a busy and complex environment which is regularly accessed by children and young people who can at times be highly challenging (E)
• Demonstrate the beliefs and values of the organisation (E)
• Lives locally (D)

HOW TO APPLY
To apply for this position, please send your CV with no more than two sides of A4 addressing why you are interested in the role and organisation, and how you meet the person specification. Please note that incomplete applications will not be considered.
You should provide the names, positions, organisations and telephone contact numbers of two referees, one of whom should be your current/most recent employer.
References will only be taken once your permission has been granted. In addition, an enhanced DBS check is required for all employees at The Winch.
We would also be grateful if you could let us know if you will require any special provision as a result of any disability should you be called for interview. Finally please ensure that you have included mobile, work and home telephone numbers, as well as any dates when you will not be available or might have difficulty with the indicative timetable.
Applications should be sent via email to jobs@thewinch.org. The closing date for submission of applications will be 8th January 2017. First Interviews will take place by telephone on 9th and 10th 2017 and Second interviews face-to-face w/c 15th January 2017.