Reporting Relationship

The Director of Operations reports to the CEO, and attends all Board meetings.

Overall Purpose

The Director of Operations is responsible for governance and operations for Edinburgh City Mission. With specific oversight of finance, fundraising, IT, HR, communications, building management and governance; including Data Protection; Safeguarding and Health & Safety. As such, they lead & line manage the Operations team and will regularly report to the Board on all aspects of their role.

Hours of Employment

35 hours a week, worked flexibly with at least 4 days a week in the office. Hours will vary due to occasional staff meetings, training, events, etc.

Occupational requirement

Edinburgh City Mission is committed to sharing the Christian gospel with the people of Edinburgh. It is essential that every member of the team personally own, communicate and implement the aims and objectives of the Mission, sharing the Mission’s core beliefs and values to the public. Therefore there is a requirement for the post-holder to be an evangelical Christian.

Way of working: you are expected to:

• Actively participate in the life of the Edinburgh City Mission team.
• Act in a professional manner at all times.
• Work in accordance with the Aims and Values of Edinburgh City Mission.

Job Details

Operations, IT and Communications:

• Line manage the Operations team (currently 4 FTE)
• Responsible for assessing Edinburgh City Mission’s IT and other technology needs and sourcing these as required.
• Provide ongoing management of technology needs.
• Provide strategic direction of communications channels (content to be shaped by CEO)

Health & safety and building management:

• Manage the office facilities at Washington Lane
• Responsible for negotiating and managing business contracts, services and leases of equipment.
• As Health and Safety Officer, develop, maintain and report on health and safety policies and procedures for both the office and the outreach teams.
• Manage and report any health and safety incidents appropriately.
• Oversee investment property

Fundraising & finance:

• Oversee the day to day finance operation of the charity.
• In liaison with the Finance Trustee, draft and manage the budget and accounts for auditing.
• Oversee the payment of bills, invoices, expense claims, payroll processing etc.
• Oversee the reconciliation of the accounts and tracking of income & expenditure of funds (using Xero)
• Oversee the implementation of the fundraising strategy & manage the fundraising team
• Oversee organisation wide event management

Governance:

• As safeguarding officer, you are responsible for developing, implementing and reviewing the organisation’s safeguarding policies and procedures to ensure they reflect the most recent laws and regulations.
• Respond to safeguarding issues, providing advice and support to staff and liaising where appropriate with the Local Authority and other relevant agencies.
• Named contact for the VSDS Disclosure Scotland scheme, overseeing the PVG scheme for all relevant staff and volunteers involved in regulated work.
• As data protection officer you will ensure all personal data within Edinburgh City Mission is gathered, stored and processed in line with current legislation.
• Manage and report on key risks within the organisation.
• Keep up to date with charitable governance requirements, informing the Board of any changes before they are implemented.

HR

• Oversee the HR function
• Ensure strategic alignment between overall vision, finance and people plans

Changes to the above may be made by the Board, with prior notice, in discussion with the post-holder.

PERSON SPECIFICATION

The successful post holder will have evidence of these characteristics:

Essential:

• Knowledge of Scottish charitable governance
• Experience of working in the charitable sector
• Team management experience
• Able to develop and implement strategic plans but also respond to rapidly changing situations
• Able to work collaboratively, understanding the complex needs of a range of stakeholders
• Experience of reporting to a Board of Trustees
• Evangelical Christian and actively involved in a church
• Enthusiastic about the aims of Edinburgh City Mission

Preferred:

• Professional level qualification in one of Finance, IT, HR or other operational area

The Young Women’s Movement is Scotland's national organisation for young women and girls' leadership and rights.

Young women are at the heart of everything we do and we work collectively to equip with them the resources, networks and platforms to lead meaningful change and create a more equal society.

We exist because we believe in a society where young women and girls’ needs and rights are fully met. We will continue to strive until that society is secured.

To help us achieve this, the role of Head of Programmes & Operations has been created to:

• To lead the Operations and Finance functions of the Young Women’s Movement to provide effective, efficient and business-focused support that drives our work into the future
• To innovate, deliver and grow high quality feminist programmes and initiatives across Scotland that are led by the voices, experiences and needs of young women and girls

Everyone who works at Young Women’s Movement:

• Has equality at the heart of everything they do
• Takes a participatory approach to our work. We are for young women and by young women
• Builds communities of friendship and support networks, finding joy in our collective actions and connections
• Understands the impact of challenging inequality on those most affected by it. We lead with kindness and empathy, putting collective wellbeing at the core of our organisation
• Delivers our work with integrity and are proud of the work we do
• Is bold and brave. We do not shy away from challenging the status quo and taking radical steps to make gender equality a reality in Scotland

How you'll help to create a fairer Scotland for young women and girls:

Leadership and Governance

• As a member of the Senior Leadership Team, contribute to the leadership and delivery of the Young Women’s Movement strategic and operational goals
• Lead and inspire the Collective Voice & Action; Learning and Engagement and Business and Finance Team’s workload and activities, including direct line management of the Collective Voice & Action Lead; Learning & Engagement Lead; Business & Finance Coordinator
• Work with the CEO, Treasurer and external accountant on the Management Accounts for the quarterly Finance Subcommittee; and contribute towards papers for the Quarterly Board meetings
• Support the CEO with contributions to the overall organisation strategy and development
• Within your areas of responsibility and supporting the wider organisation, ensure compliance with all related policies and procedures e.g. HMRC, Pensions Regulator, Companies House & OSCR
• Provide additional management cover when necessary

Operational Management

• Work with the CEO, Leads and young women to develop and expand our existing programmes and ensure we are constantly innovating in programme and product development to meet the needs of the young women we support
• Replicate and expand existing programmes across Scotland whilst also adopting a proactive and strategic approach to developing new and innovative programmes
• Develop excellent relationships with the YWM team and the young women we work with to drive positive outcomes and ensure our work is led by the experiences, voices and needs of young women
• Support the Leads with strategic planning for the Collective Voice & Action; Learning and Engagement and Business and Finance Team’s team including the setting and monitoring of objectives and targets
• Oversee the monitoring and evaluation activity for the Collective Voice & Action; Learning and Engagement and Business and Finance Teams

Finance

• Work with the CEO to set, manage and monitor organisation and project budgets
• Work with budget holders to manage and monitor budget lines and authorised expenditure within delegated limits and YWM financial policies and procedures
• Work collaboratively with the CEO and Business and Finance Coordinator to ensure a strong synergy between organisational planning and financial and resource sustainability
• Lead on the annual production and audit of the organisation’s statutory accounts, including preparation and completion of the statutory accounts in accordance with charity and accounting standards, and submission of annual returns to the Charity Commission and Companies House
• Oversight of the charity’s investments; including providing regular and timely advice to the Board on investment management and delivery

HR, Culture and People

Overseeing HR strategies, HR compliance, and ensuring HR strategies that mean our team are supported, skilled, and developed

• Maintain and develop strong cross-team relationships within YWM
• Using external experts as required, co-ordinate and interpret advice on any human resource issues arising
• Support the Business & Finance Coordinator to ensure the consistent delivery and quality of HR processes including staff recruitment, induction and development, monthly payroll and pensions, annual objectives and professional development plans

IT, Administration and Business

• Oversee the YWM’s information management, incorporating legal and regulatory requirements (GDPR), data security, and use of data and insight to deliver the objectives of the movement
• Ensure implementation of YWM’s Activity and Organisational Health and Safety policies and processes in line with legislation
• General office management oversight

Other

• Keep up to date with the latest developments in the charity, political and commercial sectors and identify key opportunities for YWM
• Undertake any other duties that occasionally arise

Let’s talk about you - you will already have or be working towards:

Essential:

• A good standard of education in relevant field OR demonstrable equivalent skills through continued professional development
• A track record of delivering organisational plans as part of a management team
• An understanding of the issues facing young women, especially those facing the greatest inequalities and at risk from systemic discrimination
• Excellent relationship management skills and experience of line management and professional development
• Professional expertise to implement team strategy and a strong track record of efficient and effective delivery of objectives
• Previous experience of effectively setting, managing and monitoring budgets (annual budgets exceeding £500k preferable)
• The ability to work independently and to deal with often complex and non-routine issues
• Ability to think creatively and strategically, using a solution-focused approach
• A flexible and adaptable approach with the ability to operate and prioritise within a constantly evolving environment where targets and deadlines may change
• Commitment to own continuing professional development

Desirable

• Experience of working in women-only spaces with a focus on young women and girls
• Experience of working in a similar role in a charity or not-for-profit environment
• Advanced skills in MS Excel, Word, Customer Relationship Management System (CRM) and finance software - Xero desirable
• Experience of managing an HR function - BreatheHR desirable
• Experience in and understanding of good charity governance
• Experience of participatory models of working with young women and/or youth work experience
• Knowledge and understanding of feminist themes within equity, diversity and inclusion and the roles a support function plays in this

Why you should want to work with us!

• We operate a 4-day working week, which means full-time is 28 hours
• We offer flexible working options and patterns, including the option to work hybrid from anywhere in Scotland (our co-working space is in Edinburgh)
• Our annual leave entitlement is 28 days a year, including public holidays
• We provide 1 additional day of annual leave for your birthday (or to take another time that you would like to celebrate)
• All staff members are enrolled in our Employer Life Assurance Scheme
• You can access a range of benefits and discounts through our life assurance app.
• We are committed to supporting staff development through training and coaching opportunities
• Wellbeing and mental health support are a priority, all of our staff can access counselling through our EAP provider.
• We have a number of feminist policies to support our staff e.g. fertility and menopause policies
• You’ll be joining a team that will embrace your ideas and support and encourage you to bring your whole self to work

Due to the nature of our work with children and young people, successful applicants will be required to undergo a disclosure check through the PVG Scheme.

At The Young Women’s Movement we are an intergenerational team and we value and celebrate diversity. We welcome applications regardless of age, gender, ethnicity, disability, religion, sexual orientation or gender identity.

Don't meet every single requirement?

Studies show that women and Black, Asian & Minority Ethnic people are less likely to apply for a job unless they meet every qualification. So, if you're excited about this role but your experience doesn't align perfectly with the job description, we'd love you to apply anyway. You might just be the perfect person for this role, or another role within The Young Women’s Movement family.