Operations Manager Job description

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1 Job Title: Operations Manager Hours: 40 per week Employer: The Parochial Church Council of the church of the Ascension, Balham Hill Line Managed by: Vicar, Ascension Balham Hill Line Manage: Bookkeeper, Caretaker, Volunteers Role Pen Portrait The Operations Manager role is central to Ascension s mission of growing up, joining in and spreading out with the love of Jesus in Balham and beyond. It involves working closely with the Vicar and others to support all core and occasional church activities; attending PCC or Executive meetings as required. It would ideally suit someone with the gift of administration at a strategic and operational level. A person who can quickly assume responsibility for running the operational aspects of a thriving church in line with our vision, as well as growing administrative and volunteer teams. The role is ideal for a can do, personable, highly organized individual who enjoys getting things done and is not afraid of dealing with detail as required in order to see projects and tasks through to completion. Principal Responsibilities 1. Operations Manage the church planning process, operations budget and diary of events, coordinating across staff and volunteer teams, PCC and congregation. Be the first point of contact for the general public: o Ensure that visitors to the church are welcomed and hosted in an appropriate manner. o Handle and respond to correspondence by mail, and telephone. o Process enquiries and applications for occasional offices in conjunction with responsible clergy (banns of marriage, funerals, weddings, baptisms). o Process enquiries for Hall hire. Ensure that the church has effective administrative procedures. Maintain filing and reference systems. Ensure adherence with all formal Diocesan procedures and policies regarding church management (e.g. Electoral Roll, Annual Parochial church Meeting, Archdeacon s Annual Visitation, etc.). Maintain dialogue with, submit returns to, maintain registrations with, etc. external agencies such as Southwark Diocese, UKBA, etc. Participate in or assist at other church activities, tasks mid-week such as required. 1

2 2. Communications (Traditional and New Media) Oversee the church communications strategy, ensuring that messages are communicated to the congregation in a relevant and timely way. Manage and develop the church members database. Produce relevant and impactful communications notice sheets, service sheets, welcome packs, annual report, internal and external publicity, etc. Develop the church s on-line presence including the website, social media and direct mailings through MailChimp - writing or editing news stories, activities and diary of events, and uploading sermon recordings and other resources. 3. Events management Oversee the effective compilation and publishing of rotas for public worship and other activities as required, making all efforts to ensure that all responsibilities are covered. Work with staff and other leaders to organise and deliver key events in the life of the church, including taking a lead role in organising the church Weekend Away. 4. People Management Recruit and develop a dedicated team of volunteers for operations work, ensuring that Operations is a great place to serve. Manage the Bookkeeper and Caretaker and ensure that their work is done to a high standard and in line with their objectives. Manage any Ministry Assistants or volunteers that are involved in Operations work. Work with the Vicar to develop and implement a staff development plan for the staff team. Manage the appraisal process, monitor annual leave and sick leave and other employment-related issues for the staff team, ensuring compliance with relevant policies, procedures and legislation, with appropriate records kept. Administer recruitment processes as necessary (advertising, handling enquiries and liaising with candidates). Provide Safeguarding administrative support to the Parish Safeguarding Officers. 5. Buildings Management Optimise income from hall and church hire in line with Ascension vision, values and policies and manage the processing of hall hire requests. Play leading role in organising all church building projects, including securing necessary permissions from authorities (e.g. faculty applications, local authorities). Ensure good policies and procedures for building usage, maintenance and upkeep. 2

3 Cont. Liaise with architects, surveyors, engineers and contractors in the provision of building and construction services. Review and negotiate the purchase and contract of all goods and services and liaise with suppliers of goods and services as necessary. Oversee care and maintenance of all church equipment (including IT and AV) and ensures property register is kept up to date. Act as the point of contact for IT support services: IT support, website support, website hosting. Arrange for church buildings to be locked and unlocked as required, co-ordinating with others as necessary. Act as Health and Safety officer, ensuring compliance with legislation, updating policies, monitoring, reviewing and writing risk assessments (including fire risk assessments), and ensure the church has adequate First Aid provision. Liaise and negotiate with estate agents and landlords, review leases and contracts in the provision of clergy, staff and volunteer accommodation. Provide regular (bi-monthly) buildings reports for PCC. 6. Spiritual Life and Personal Development To constantly pursue personal spiritual growth and make space for personal prayer. To lead staff devotions as part of the staff rota. 3

4 PERSON SPECIFICATION ESSENTIAL Strong interpersonal skills, able to listen to and communicate effectively with a wide range of people. Able to use initiative, to prioritise, to meet deadlines and manage own workload. Excellent written and verbal communication skills. Able to work effectively in a team. Significant administrative ability to manage resources. High level of attention to detail. Able to see projects and tasks through to completion. Ability to organise and manage events. High level of computer literacy including MS Office Suite. Committed Christian faith as involved in acts of worship. Willingness to work flexibly to support the church programme including occasionally evenings and weekends. The successful applicant will become a member of the Ascension, Balham Hill and be in regular attendance at the weekly Sunday services. DESIRABLE Experience of managing and editing websites. Knowledge of the Church of England organisational structures, policies and procedures. Experience of managing staff and volunteers. MAIN TERMS AND CONDITIONS Salary range: The salary for the role is up to 28,000 p.a. Hours: 40 per week - Monday to Friday, except one week a month when a weekday is swapped for a Sunday. Holidays: 5 weeks per year (in addition to recognised statutory and bank holidays). Disclosure Barring Service (DBS): The appointment is subject to the individual obtaining DBS clearance. The successful applicant will have a 3 month probation period. 4

5 APPLICATIONS All applications are welcome. Apply by ing a covering letter explaining why you would be a strong candidate for the job and your C.V. to Application deadline: 16th May 2014 Interview date: 29th May

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