Head of Operations Job details Job title: Head of Operations Reporting to: Chief Executive Responsible for: IT Manager, Finance Officer, Operations Administrator / Committee Secretary Based: Our Head Office is based in London, but we have an agile working policy enabling people to work at another UK location up to 4 days/week. Requests for permanent remote working will also be considered and we welcome applications from people based in other parts of the UK. Terms: Permanent. Part time, 0.6 FTE spread over three or more days per week. Salary: £42,000 - £50,000 FTE (£25,200 - £30,000 pro-rata) About you As the Head of Operations, you will play a key role in leading and managing the Association’s operations, including governance, finance, HR, risk management and IT, ensuring legal and regulatory compliance. We’re looking for someone who can work with our trustees, staff team and external stakeholders to develop and support processes that help us achieve our vision and goals. You will be experienced at managing people and operations. You don’t need any formal training in finance, HR or IT, but you will need experience of working across a range of functions and a willingness to learn. Key responsibilities The main responsibilities of this role are to: Council (our board of trustees and sub-committees) Line manage the Operations Administrator (this is a new role which will cover committee secretary responsibilities) and liaise with the Chief Executive, Chair of Trustees and other members of the Executive team and Council to ensure strong governance and reporting and smooth and efficient running of committee meetings. Support recruitment, induction and ongoing training for trustees HR Oversee our relationship with our outsourced HR supplier, including contract renewals Manage our HR and training budgets Oversee our annual appraisals process including identifying key themes to inform our Learning & Development Plan Lead our recruitment processes, supporting hiring managers as needed especially on our goal to improve diversity and inclusion Lead our Equity, Diversity & Inclusion (EDI) activities including conducting an annual ‘diversity audit’ Manage our induction, first 100 days and EDI training processes Manage the annual Staff survey and diversity audit, working alongside the senior management team to respond to findings as appropriate Oversee staff team-wide activities and events, such as the summer and winter staff social events and training programme. Finance Liaise with our outsourced Finance team and others as appropriate to ensure our financial processes (including budgeting, management accounts, payment runs, grant payments & pay roll) run smoothly, and help resolve any issues that arise Lead on managing the budgeting process, liaising with the outsourced Finance team Line manage our Finance Officer, with support from our Finance Director Manage budgets for finance infrastructure (banking charges, etc) IT Line manage our IT Manager Oversee our IT budget Lead on data management and strategy, including the continued rollout of Salesforce to support different programmes and activities Work with the IT manager to explore new ways to increase organisational capabilities and efficiency by introducing, maintaining and adapting IT systems, software and tools. Offices Agree service charge & invoicing with the landlord Act as main point of contact for building use changes Oversee complaints/feedback to landlord, supported by our Finance Officer Oversee our Finance Officer’s coordination of our office space (including desk & equipment allocation) and facilities Manage expenditure on office infrastructure Risk management Take the lead on regulatory and compliance issues for the Association, sourcing expert external advice if needed. Act as Company Secretary for the Association, keeping up-to-date the charity’s online Charity Commission records and with relevant charity and company law Support outsourced finance provider in formal reporting to the Charity Commission and report to other regulators where required Work alongside the SMT and other colleagues to inform decisions around procurement, for example of future IT systems or outsourced suppliers Maintain our Risk Assessments (office, workstations, etc) Lead health and safety for the Association, bringing in external expertise where appropriate, and ensure we have trained, active Mental Health First Aiders Oversee our Risk and Issue Register including reporting to Council Lead our organisational data strategy, including our GDPR policy and processes Manage operational contracts such as insurance, phones, printers, software licenses etc. Review and provide advice to colleagues on programme-related contracts Manage the relationship with BSA’s legal advisors Review and maintain our Disaster Recovery policy Purchase cost-effective and appropriate insurances Manage our ‘BSA Policies’ list, identifying policies that require amending or reviewing and ensuring they are updated and disseminated. In addition: Lead the organisation’s work to become more environmentally sustainable Support colleagues across the organisation especially at busy times or on specific areas of expertise Other duties as reasonably required by the line manager. Below is a summary of essential and desirable criteria needed for this role, as well as how we will assess a candidate’s suitability. Essential criteria Criteria CV Interview Task at interview Experience as Head of Operations/Operations Manager in an equivalent organisation Y Experience of supporting or working closely with a Finance team Y Y Experience of overseeing or enabling an IT function Y Y Experience of designing and overseeing the successful rollout of improvements to organisational processes Y Willingness to get involved in leading or supporting improvements to an organisation’s Equity, Diversity and Inclusion (EDI) Y Understanding of the main principles of effective governance Y Up-to-date knowledge of current legislation relevant to the BSA Y Knowledge of best practice in HR including appraisals, development, recruitment, induction Y Excellent project management skills, including budget management Y Strong analytical skills and familiarity with financial data Y Y Excellent stakeholder management skills – working with internal and external stakeholders at a range of different levels Y Well-organised with good time management skills and careful attention to detail Y Good communication and team-working skills Y Desirable criteria Criteria CV Interview Task at interview Capable of designing and rolling out a learning and development programme Y Awareness of charity governance practices Y Experience of running or supporting a HR function Y Experience of running a Finance team or overseeing financial processes Y Extensive line management and/or team management experience Y Experience of overseeing CRM use and roll out (experience of using Salesforce would be desirable but is not essential) Y Y Experience of leading or supporting improvements to an organisation’s Equity, Diversity and Inclusion (EDI) Y Benefits Agile Working policy enabling you to work at home or in another UK location up to 4 days per week, if office-based, and to vary your working hours outside our 10am-12pm and 2pm-4pm core hours, subject to the needs of the BSA; 27 days holiday per annum plus bank holidays (pro-rata for part-time employees); Up to two days paid leave per year for significant voluntary commitments in support of professional and personal development, such as being a trustee of a charity or a school governor; Auto-enrolment pension scheme (4% paid by employer); Up to five days’ unpaid leave per year (this is down to the Manager’s decision and ensuring it does not affect work); Life assurance for death in service benefit from your first day, (subject to scheme rules). Complimentary access to 24/7 online GP service; Occupational sick pay: up to six weeks’ full pay per year (pro-rata for part-time employees); Confidential telephone counselling service, offered by our legal insurance; Interest-free loan for season ticket, bike to work, and assisted study; Discounts may be offered on Science Museum tickets and in the shop. To apply Please send a CV and covering letter (each of no more than two A4 pages) that summarises your interest in the role and details your ability to match the criteria. Applications should be made via this link: https://recruit.smb.co.uk/vacancy.aspx?id=cJKBwrUjw5SC2M6J The closing date for applications is Monday 20 February 2023. First interviews are due to take place during the week of 6 March 2023 and second interviews, if required, no later than the week commencing 20 March 2023. You will be informed as soon as possible after the application deadline whether you have been selected for interview. As part of the British Science Association’s commitment to being a Disability Confident employer, all disabled* applicants who meet the ‘essential criteria’ for this vacancy will be offered an interview under our guaranteed interview scheme. If you wish to apply under the guaranteed interview scheme, you will be asked to indicate this when you submit your application by selecting ‘yes’ in the relevant box when asked during the application process. Applicants do not need to state any further information or declare their disability at the application stage. Whether you are applying under the scheme or not, if you are successful in being shortlisted, we will ask candidates with disabilities or long-term health conditions to let us know if they need any adjustments during the recruitment process. If you have further questions or would like this information in a different format, please contact: [email protected] Download the candidate pack for this role as a pdf or view our text-only version of the pack here. Terms & conditions While we try to ensure that everyone finishes work on time, and can vary their working hours in line with our agile working policy, from time to time the job entails working extended hours and occasional weekends, for which no overtime payments are made. The BSA operates a time off in lieu policy for weekend working and some other out-of-hours instances. Only applicants who have a legal right to work within the UK will be considered. You will be asked to bring along proof of nationality and/or proof of ability to work in the UK. You will also be asked to declare any previous convictions in line with your rights under the Rehabilitation of Offenders Act 1974 (Exceptions) order 1975. This is a description of the job as it is presently constituted. It is the practice of the Association to examine job descriptions from time to time and to update them to ensure they relate to the job as then being performed, or to incorporate whatever changes are reasonably required, in discussion with the postholder. It is the policy of the BSA to offer starting salaries towards the bottom end of the salary band where appropriate. A copy of our Privacy Notice is available on the vacancies page of our website. *The Disability Confident scheme’s definition of disability is in line with the Equalities Act 2010: “a physical or mental condition which has a long-term and substantial effect on your daily life”. Further information about our Disability Confident commitments can be found on the Disability Confident page of our website.