HARROW SCHOOL ENTERPRISES LIMITED JOB DESCRIPTION OPERATIONS MANAGER Responsible to: Ultimately responsible to: Business Manager Business Director BACKGROUND HSEL is the trading company of Harrow School. On behalf of Harrow School and The John Lyon School (part of the Harrow School charitable foundation), it deals with the commercial lettings of the facilities, for eample in operating its own summer language and activity courses and Easter revision courses as well as a significant number of functions (wedding, conferences etc). It also lets the facilities to tenant (eternal) user groups operating similar courses. There are generally 2 3 of these present at the School each summer, the largest of which is a rival language course operator. The primary role of the Operations Manager is the operational responsibility for the interface between Harrow School Enterprises Ltd (HSEL), Harrow School, The John Lyon School and all user groups in the contet of the School s holiday lettings programme. The role falls into three distinct areas: pre lettings preparation, on theground lettings management and post lettings clear up. Policy responsibility lies with the Business Director and Business Manager but the Operations Manager contributes to the ongoing development of good policy and practice. The role of the Operations Manager is crucial to the relationship of HSEL with the wider school community. As such, responsibility may also stretch beyond summer and an Easter course to events also as this department develops. CORE JOB FUNCTIONS Pre Lettings Preparation The following is a summary of the main tasks of the Operations Manager; some on an annual basis and some in advance of each letting period (generally each Easter and Summer). The list is not ehaustive and may vary depending on circumstances. Annual tasks
Redrafting internal and eternal guidelines for user groups Liaising with the Business Manager with regard to use of the facilities by incoming user groups Checking accuracy of Boarding House and classroom plans (including capabilities to allow forward planning) Consulting with the Business Manager with regard to the level of the various allowances payable to HSEL to School staff Consulting with the Business Manager with regard to the annual recruitment of support staff for both Summer and Easter courses, including developing a staff matri Maintaining relationships with key school staff such as Custos, Matrons, House Masters, Works Department etc. Bi annual tasks (before each letting period) Liasing with House Masters and Heads of Department with regard to the availability of specific rooms within Boarding Houses and classroom blocks Maintaining an Access database designed for the management of Boarding House lettings information: i. Maintaining and updating group booking information ii. iii. iv. Monitoring House occupancy levels and determining consequent maimum viable course sizes (in consultation with the Business Manager) Maintaining details of House staff Updating other information allowance levels, facilities available/not available, etc v. Advising the Business Manager of suggested changes to the structure of the database. Keeping House Masters and Heads of Department regularly updated with details of the projected occupancy dates and levels within their Boarding House/Departments Liaising with relevant Harrow School staff with regard to the use of other facilities Liaising with the Seasonal Staff Coordinator in the creation of the cleaning matri for all school facilities used during lets Drawing up, in liaison with the School s Laundry Manager, a detailed laundry schedule for all groups resident in the Boarding Houses during the lettings period
Liasing with the Domestic Bursar with regard to the provision of catering facilities for incoming user groups Liaising with year round user groups and with the Sports Centre with regard to the provision of sports facilities for incoming user groups. Lettings Management During the lettings periods, the Operations Manager is effectively the site manager for HSEL. The following list represents a summary of the main duties the Operations Manager will perform during each lettings period: Managing of the Operations of the course office, including the direct line management of operations staff. Overseeing the preparation of all facilities ready for letting periods, including the setup of the course office, and handover checks of all facilities from Harrow staff. Overseeing daily checks (by staff) around the School that should encompass: i. A visit to each Boarding House to ensure that all cleaning and laundry arrangements are being carried out satisfactorily ii. iii. A walk around the School grounds to ensure that any problems (e.g. vandalism, graffiti, ecess litter) are dealt with effectively and promptly A visit to the director/leader of each user group present at the School to identify any domestic issues that require attention Managing the cleaning of all school facilities alongside the Seasonal Staff Coordinator. In House Courses The Operations Manager will be primarily responsible for the preparation and set up of the courses run by HSEL during the lettings periods. The three principal courses run by HSEL are, a) Easter Revision Courses, b) Harrow & Mill Hill Summer Schools (English language courses) and c) Multi Activity Courses. This work will involve, among many other tasks: In liaison with the Business Manager and the EFL Coordinator, drawing up details schedules and timetables for all courses Determining which facilities should be made available for the courses (e.g. classrooms, sports facilities)
Making all necessary bookings for on and off site trips (e.g. theatre tickets, coaches, sports facilities) Helping with the logistical arrangements (e.g. ensuring telephone lines and computer networks are operations) Assisting the Course Director (and Assistant Course Director if applicable) in the day to day running of the courses, with particular emphasis on logistical/operational detail, e.g. co ordinating barbecue set up, checking catering requirements). DEVELOPMENTAL JOB FUNCTIONS HSEL operates a range of different business functions on top of holiday lettings. These include Weddings, Events, Sports & Filming and take place throughout all holidays and Eeats to complete a full annual programme of activities. The responsibility for running these events currently falls with the Business Manager, however as the business grows in line with the corporate plan, the Operations Manager may be epected to take on additional duties to meet this growth. This may including the following: Coordinating event/filming requirements with the Business Manager, and distributing these to relevant departments Developing standard operating procedures with the Business Manager for all sports, events and filming Deputising for the Business Manager when they are unavailable in running familiarisation visits/client meetings. Working with relevant school departments in tandem with the Business Manager to develop operations for events and filming to allow increases in activities and revenues. This position is subject to an ENHANCED Criminal Records Bureau Disclosure in the event of a successful application. Copies of the School s Code of Practice and Policy on the Recruitment of E-Offenders is available from the Personnel Department. The post holder s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the School s Child Protection Policy Statement at all times. If, in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety or welfare of children in the school s/he must report any concerns to his/her Line Manager or the School s Child Protection Officer.
HARROW SCHOOL ENTERPRISES OPERATIONS MANAGER Education A good general education Educated to Degree level PERSON SPECIFICATION Essential Desirable Eperience A similar position within a School A customer focussed environment Marketing General office administration Substantial use of Word, Ecel, the Internet and email Skills and Personal Qualities An ecellent telephone manner A non smoker Very good working knowledge of IT with eperience of using Word, Ecel, Internet and email Ecellent administrative skills A high standard of personal presentation A pleasant, outgoing and energetic personality with a good sense of humour Helpful and polite with all at all times Eperience of dealing with difficult situations Ability to deal confidently with enquiries Discretion and confidentiality Initiative, common sense, patience Enthusiasm, willingness and fleibility The ability to think and work quickly, calmly and politely whilst under pressure The ability to prioritise First Aid qualification welcomed, but not essential Ability to work in a small team An interest in education
HARROW SCHOOL ENTERPRISES LIMITED OPERATIONS MANAGER ADDENDUM TO PARTICULARS OF TERMS AND CONDITIONS OF EMPLOYMENT (Full Particulars of Terms of Employment will be issued on appointment) Hours of work The post is based on an assumed average of 40 hours per week, Monday to Friday, although the nature of the role will require considerable fleibility from the successful candidate. During the time that courses are running (at present 2-3 weeks in the Easter holidays and for 6-7 weeks in the summer holidays), the Operations Manager should epect to work fleibly. A good deal of out of hours work will be epected and some weekend work will also prove necessary. Time in lieu will be given, in consultation with the Business Director and Business Manager. Holidays a) 28 days per year (calculated pro rata for the first 12 months) including all Bank Holidays (unless they fall within term time, e.g. May Day when a day may be taken in lieu), in liaison with the Business Manager b) 2 additional days of privilege leave may be taken in liaison with the Business Manager c) Non Bank Holidays over the Christmas period from Christmas Eve to 31st December inclusive. As b) and c) are discretionary leave they do not form part of your contractual entitlement and so will not be paid if not taken in the event that you leave the School during the holiday year.(for FTC purposes may have to be paid.) Other Benefits: Lunch available free of charge in dining hall Use of School swimming pool at designated times 10% discount on cash purchases from School Shop All positions at Harrow School are subject to a Criminal Records Bureau Disclosure. This position is subject to an Enhanced Disclosure