We are looking for someone who is self-motivated, able to take the initiative, and work reflectively to fulfil the requirement of the role. This post holder is responsible for managing the day-to-day operations, building management, Regulatory compliance including Health and Safety and IT oversight.

The Operations Officer will ensure the safe, smooth, and efficient running of the daily activities of the charity. This post requires someone who is exceptionally well organised and efficient, is used to dealing with a diverse workload, has strong IT skills and is practically minded.

Key Tasks

The post holder will take overall responsibility for the day-to-day operational requirements of Wellspring this includes ensuring that the building remains safe and well maintained whilst also ensuring that appropriate IT and associated infrastructure are maintained and updated in line with the needs of the charity.

Regulatory compliance and Health & Safety

• Act as designated Health and Safety representative.
• Ensure the necessary health and safety checks are taken when required.
• Maintain an up-to-date knowledge of health and safety and best practice guidelines and ensure implementation of these across the organisation.
• Identify risks involved in work activities and ensure that the organisation members undertake such activities in a way that minimises those risks. Carry out risk assessments as required.
• Take overall responsibility for the rolling review of policies in line with current practice and legislation, working closely with the Charity’s Governance Committee and staff (HR Manager, Executive Director and Therapeutic Lead).

• Ensure policies are implemented and adhered to in conjunction with the Therapeutic Lead, Executive Director and Trustees.
• Contribute to the work of the governance sub-committee.
• Ensure statutory annual training, relevant to the post-holder’s area, is completed by all staff and volunteers. This may involve creating and delivering bespoke training.

Building Management

• Ensure the office is safe and tidy, enabling volunteers and staff to carry out their duties.
• Liaise with volunteers and contractors to ensure the fabric of the building is well maintained.
• Arrange and oversee building maintenance work by outside companies to keep the building and outside area in good working order (e.g. plumbing, electrics and fire safety).
• Carry out minor DIY type repairs, where appropriate.
• Provide line management for the cleaner
• Ensuring regular statutory service requirements are carried out, e.g. Lilor, Pat tests etc.
• Oversee the hiring of therapy rooms and the training room to external practitioners and groups.
• Take overall responsibility for the day-to-day operational requirements of Wellspring and work flexibly to ensure regular contact with all operational team members.
• Maintain accurate records/Logs relating to ongoing checks, building and IT issues.

IT Oversight

• Liaise with external IT providers to provide, upgrade, maintain, troubleshoot, and ensure smooth operation of IT and telephone systems to support staff and organisational requirements.
• Through the use of IT Administration consoles make updates and changes to manage the infrastructure and PC environment including IT security.
• Provide a point of contact for staff and volunteers for all IT related issues and resolve these where possible.
• Responsible for the smooth running of the Lamplight software package and undertaking an Administrators role for this.

Relationships

• Meet regularly with line manager to share information, agree goals/ deadlines and contribute to strategic discussions as appropriate.
• Work in a way that supports and promotes the values and work of the Charity.
• With all staff, represent the work of the charity at fundraising and promotional events. Within all work seek to establish new relationships for the benefit of the organisation.
• Comply with all relevant health and safety policies, procedures and guidance.
• Help create a supportive, open and inclusive team environment in which individuals feel respected and valued for their contribution.
• Undertake any such appropriate duties as directed by the Charity.