Operations Manager - Job Description

Transcription

1 TRIATHLON IRELAND Unit E2, Glencormack Business Park Kilmacanogue, Co. Wicklow, Ireland Web: Phone: +353 (0) Operations Manager - Job Description Post Title : Reports To: Salary: Contract Duration: Based: Operations Manager Chief Executive Officer Circa 35-42K including performance related bonus Full Time Kilmacanogue, Co. Wicklow, Ireland (noting that domestic and possible international travel may be required within the position). Job Purpose Primary Responsibilities include the Operational Management of Triathlon Ireland in conjunction with and direction of the CEO. This role is a pivotal role forming part of the Senior Management Group within the organisation dealing with the day to day management of the core operations of the company. Working in direction and partnership with the CEO the responsibilities include: Membership - Managing all Operational aspects of the membership Ensuring services to our members are delivered at the highest possible standard Ensuring the highest levels of customer service are maintained at all times Administration - Coordinate and Manage the Administration team Liaising with key personnel to ensure delivery of all core functions of the organisation Ensure sufficient staffing levels Human Resources - Deal with all HR matters including: Setting up annual appraisals in conjunction with the CEO Dealing with staffing issues Managing staff leave Ensure Staff contracts and job descriptions are kept up to date Provide feedback and input into staff remuneration Reviewing and Updating the Staff Handbook Ensuring Policies are updated and circulated to staff including: Grievance and Disciplinary Policy and Procedures

2 Health and Safety Whistle Blower Staff Handbook Equality and Equity Policy Developing a programme of staff development Monitoring the Staff Induction Process Governance - Maintain and ensure the updating of all office policies and procedures to ensure compliance with the Code of Good Governance: Implementing and embedding policies and procedures into the normal operations of the company Acting as the Internal Auditor for policy and procedure control Office - ensure all aspects of the office are maintained and up to date; for example: Office Supplies Fire Extinguishers First Aid Compliance Office cleaning Means of Escape in case of Fire Health and Safety compliance Information and communications technology - Ensure the ICT system is maintained and deal with ICT Issues Oversee the website development and deployment within the organisation Organise user training for software and services as and when required Insurance - ensure that all insurance issues are dealt with efficiently and effectively from both members and staff Operational Finance - Work with the Finance and Business Manager to ensure that the operations are run to best effect. Prepare annual budgets for the internal budget allocation bidding process Manage Operational Budgets General Duties and responsibilities: Provide Regular reports for the CEO Deputise for the CEO when necessary Coordinate and ensure that all Annual Bids/Annual Audits/Annual reports are completed on time Evaluate processes and procedures with a view to recommending ways to make the organisation more efficient and effective Work with the other Senior Managers and CEO in the preparation and delivery of operational plans to meet the Key Performance Indicators Operational Planning - develop clear operational plans for the implementation of Annual Board KPIs as directed by the CEO Strategic planning - to have a key input into the operational infrastructure needs for the development of triathlon in the island of Ireland in line with the Strategic Plan.

3 Person Specification: Educational & Professional Qualifications Essential A degree or 3 rd level qualification. Or equivalent competency proven in a workplace setting. Desirable Sports Management or similar related degree. Other Postgraduate qualifications will be highly regarded. P revious Knowledge and Experience Essential Extensive experience of working in a sports/business management role/setting. Experience in working with key partners and stakeholders to achieve strategic outcomes Experience working with a volunteer board of directors to ensure good governance and effective board operations Experience and knowledge in the delivery of good governance process and procedures at operational level Strong commercial acumen and track record of sound financial management. Experience of managing a small staff team and other organisational resources within budget guidelines. Experience and knowledge of Human Resource Management and compliance with statutory responsibilities. Experience in dealing with Health and Safety Policy and Implementation Procedures Desirable Demonstrate a thorough Knowledge of the Irish sports system and its major stakeholders Demonstrate a sound understanding of Triathlon Ireland and its operations and activities Knowledge of key policy drivers from Irish Sports Council/ Sport NI. Knowledge of the international triathlon landscape in Europe and globally. Experience of developing and submitting successful government funding applications. Skills and Abilities Excellent interpersonal and communication skills Experience in the use of IT (Google Apps for Work, Microsoft Office etc.) Sound organisational and planning skills, as well as good financial management skills and knowledge. Ability to motivate staff and volunteers. Self motivation and ability to deliver using own initiative. Highly developed leadership skills to build and manage teams Strong interpersonal and relationship building skills Ability to work under pressure

4 Ability to prioritise own workload and that of colleagues Ability to balance conflicting demands and tight deadlines Excellent problem solving and decision making skills Ability to communicate fluently Ability to communicate complex data in terms that are easily understood by a wide range of audiences Excellent presentation and communication skills that can motivate behavioural change to have a positive impact on performance Ability to work effectively with colleagues both within the TI and from other organisations Personal Disposition A positive attitude to use of Information Technology in carrying out the responsibilities of the post Personal commitment to continuous personal professional development Team player Open minded with a view to adopting new practices Highly motivated with a passion for high performance sport Personal integrity and the ability to invoke trust and respect from others. Other Considerations An understanding and commitment to equal opportunities in employment and sport An understanding of individual responsibility in complying with the Health and Safety policies. Ability to work irregular and unsocial hours as required involving work outside normal office hours, at evenings, weekends and Bank Holidays Clean Driving Licence Application and Selection Process Application Please apply by sending a copy of your CV along with a covering letter outlining why you believe you are the person for this role to the following address : ceo@triathlonireland.com Please put - Operations Manager - in the title of the . Please note the closing date for receipt of applications is before the formal start of business on Monday 23rd February 2015 (i.e. 9 am ). SELECTION Shortlisting will take place as soon as possible following the closing date. Please could you indicate clearly on your application a telephone number where you can be contacted during office hours (i.e. 9am 5pm Monday to Friday). You should presume that you have not been successful if you have not heard from us within 4 weeks of the closing date.

5 Whilst provisional dates have been set for the recruitment and selection timetable, we may need to be flexible in varying the dates to suit all concerned. It is likely that the selection arrangements will only be confirmed following short listing when the requirements of candidates being called to interview can be more clearly assessed. However it is intended to hold interviews for this post on the 5th or 6th March 2015 at the TI Offices. Equal Opportunities Triathlon Ireland is committed to the promotion of equality of opportunity in all fields. As an equal opportunities employer, TI intends that no job applicant or employee shall receive less favourable treatment because of gender, gender reassignment, marital or family status, age, disability, ethnic origin, creed, sexual orientation, Trade Union membership, or by any other condition or requirement which cannot be shown to be justifiable.