Corporate Services Manager Chief Executive 31,000-35,000 Head Office. 472 Ballater Street Glasgow.

Transcription

1 Job Description JOB TITLE: REPORTS TO: SALARY: BASED: Corporate Services Manager Chief Executive 31,000-35,000 Head Office. 472 Ballater Street Glasgow. ORGANISATION: The paths leading to homelessness are no less traumatic for people today than they were when we started in While the challenges people face are immense, services and options available have improved significantly. Today we're no less committed, no less busy and no less energised in combatting the causes and the devastating effects of homelessness. In 2016 more than 34,000 people asked for help with homelessness across Scotland last year and many more are struggling on their own. Our focus today is built around a strategy that aims to reach more people and provide more help. We do this by finding new ways of working, providing more accommodation options and supporting people to make changes and overcome their problems. JOB PURPOSE: The Corporate Services Manager delivers a critical support and coordination role for the whole organisation, committed to high standards and quality responsible for ensuring the integrity and efficiency of company-wide information, administration and governance systems and procedures, the effective co-ordination of administrative support, the provision of a safe and comfortable Head Office environment and ensure key personnel are supported to deliver effective governance, finance and operational support and delivery. Led and supported by the Chief Executive the Corporate Services Manager's key responsibilities will be to: 1) The development, coordination and ongoing improvement of administrative support and information management systems 2) Coordination, monitoring and ongoing improvement in organisational procurement practises, including maintaining an approved provider register 3) Delivering good governance, leadership and efficient operational delivery including direct administrative support to key senior personnel when required

2 KEY RESULT AREAS: Lead responsibility and line management of all corporate support staff and resources Rationalised procurement processes through a preferred provider register Fulfilling the role of Company Secretary and leading the delivery of all Governance processes in line with policy, procedures and the memorandum and articles, including all charity and corporate law requirements. Maintaining brand identity across all print, media and communication materials Leading compliance with Health & Safety requirements and contract support Engaging constructively with corporate supporters, including maintaining an accurate register of support and contacts Coordinating the SCS IT resource and maintaining all shared data on a cloud based resource Meeting and evidencing compliance with GDPR Meeting and evidencing compliance with sustainability and recycling legislation Assessment and management of risk related to procurement, lease management and building maintenance Developing the skill, competence and capacity within the corporate support roles and securing added value and capacity, including recruiting and supporting volunteers Sourcing additional resources eg student placements, funded job development opportunities Ensuring all policies and procedures are kept in line with legislative requirements and are systematically reviewed in line with statutory requirements and organisational changes Developing and managing standardised administrative processes, including communications, documents, for consistency in external communications Maintaining consistency and quality of documents, reports and proposals for external use Systematic review and updating of online information, including website content and social media strategies Delivering an information management system, gathering, storing and effectively retrieving key performance data to evidence impact and inform planning. Supporting volunteering with effective systems and processes and releasing administrative staff capacity Ensuring operational staff and senior management time is focused appropriately and not absorbed in delivering avoidable administrative tasks eg, meeting arrangements, chasing information, document formatting, minute taking, form filling. Ensuring that effective internal controls/audit protocols are in place to monitor compliance across standardised policies, procedures and systems Systematically monitoring performance information and feedback mechanisms to inform continuous improvement in systems, processes and resource management Assisting in the management of organisational risks including maintaining adequate insurance levels Represent the very best of our values and our ambitions for service users all aspects of the role, inside and outside the organisation. To be proactive in identifying and taking part training and development opportunities to further the professional knowledge and skills in relation to the job;

3 Person Specification Job title: Corporate Services Manager Essential Desirable Proven by Training and qualifications Educated to HND level or equivalent in Admin, information Management or another business management topic, and/or substantial (min 5 years) experience in senior corporate support and management roles Experience of admin management in the vol sector and/or care sector Health, Safety & Wellbeing training Degree or MBA or equivalent Experience At least 3 years experience in a similar role, managing a corporate support functions in a complex organisation. Experience of systems development, implementation and review Experience of effecting and supporting systems change across an organisation and with a range of staff roles, disciplines and competences. Experience of leading and supporting non-paid resources eg student placements, volunteers Experience in training design and delivery Experience of formal volunteer management Experience of development and/or delivery of accredited quality management systems Experience of internal audit and compliance management processes interview and references Experience of delivering organisational efficiencies Knowledge and Skills Strong governance, administrative, IT and organisational skills, fully proficient in the use of Windows Professional and Microsoft Office Suite including the development and use of Access Databases and cloud storage facilities Familiarity with key data management and reporting resources and techniques references, interview

4 Proven skills in delivering effective marketing and communication strategies including social media Sound understanding of high quality customer service both internally and externally Sound understanding of effective governance of a voluntary organisation and registered charity Sound knowledge of GDPR legislation in Scotland and information retention requirements Understanding of key elements of project management and evaluation Good skills for presentation of written materials Sound knowledge of managing volunteers Knowledge of key marketing principles Sound knowledge of good practice in procurement and organisational risk management Good analytical and lateral thinking skills. Personal Motivation to support the objectives of the Simon Community Scotland Ability to manage complexity and unpredictability interview Ability to organise, plan and prioritise own workload to meet deadlines and targets. Able to adapt and support others to change in the work place Team player, ready to offer support and respond to ad hoc requests for help from colleagues Ability to see barriers as opportunities for change and improvement Methodical and detail orientated, and accurate with text and financial data Ability to understand, value and connect the role of admin in delivering outcomes for service users Excellent communication and interpersonal skills

5 Professional and confident approach when dealing with a wide range of people.