Third Sector First, Dumfries and Galloway

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1 Third Sector First, Dumfries and Galloway Working together to put the third sector first Job title: Employer: Reporting to: Operations Manager Third Sector First, Dumfries and Galloway Board & Chief Executive Officer JOB PURPOSE The third sector comprises organisations that have a social purpose. It includes voluntary organisations, charities, social enterprises, co-operatives, credit unions, development trusts and mutual. Third Sector First, Dumfries and Galloway is funded by the Scottish Government and Dumfries and Galloway Council to meet four objectives: 1. Supporting and developing a strong third sector 2. Developing social enterprise 3. Developing volunteers and volunteering 4. Connecting the third sector to community planning The Operations Manager plays a vital role in ensuring that the day-to-day operations of Third Sector First, Dumfries and Galloway are efficient and effective, and that the business run smoothly. The main responsibilities of the operations manager include handling the logistics of the organisation; contributing to the preparation of budgets; developing and supervising the individual work plans of the staff team and volunteers; and, building and strengthening relations with stakeholder, in particular the membership of Third Sector First, Dumfries and Galloway and our Community Planning Partners. The job holder will be expected to harness a working environment which encourages team work, energy and creativity; and builds upon the talents of our employees and volunteers. To achieve this, you will have strong leadership and excellent problem solving skills along with good communication skills. You will have extensive knowledge of the sector which you can call upon in supporting and providing advice to the Chief Executive. The Operations Manager deputises for the Chief Executive in his/her absence and will act as a spokesperson and advocate for the organisation. The post is a Board appointment.

2 KEY RESONSIBILITIES Supervision of the operations staff team and volunteers The Operations Manager has line management responsibility for all staff engaged in the delivery of services and engagement with stakeholders (the operations staff team). This includes Development Officers acting as Area and Functional Leads; and the Specialist Leads in Policy, Research and Community Planning, Social Enterprise and Volunteering. The Operations Manager will ensure that: Each employee and volunteer that they line manage has an individual work plan that contributes to the overall work plan of the organisation. Individual work plans are monitored and updated on a regular basis. Work load is allocated fairly across the operations staff team. That interactions on MILO with client groups and organisations is kept up to date. That the operations staff team are provided with appropriate training to meet their personal development needs and the needs of the organisation. Promoting the third sector and the work of Third Sector First, Dumfries and Galloway The Operations Manager will ensure that the operations staff team contribute to: The mapping of third sector organisations in Dumfries and Galloway and that the MILO database (including interactions with client groups and organisations) is kept up to date and is accurate. Publications and web site content. Development and publication of case studies that illustrate best practice and success in the work of third sector organisations, and the work that Third Sector First, Dumfries and Galloway does to support best practice. Supporting the third sector to grow and be more enterprising The Operations Manager will ensure that the operations staff team: Work with third sector organisations to: o Identify barriers to growth and sustainability, and constraints to capacity; o Prepare individual development plans that identify the support that can be delivered by Third Sector First, Dumfries and Galloway to improve that organisations sustainability and capacity to deliver and grow; o Identify opportunities to trade and become more enterprising. Identify, promote and support opportunities to develop new third sector organisations. Identify and promote opportunities for third sector organisations to engage in co-production Identify and proactively promote funding initiatives and opportunities Provide general advice on: o Appropriate legal models and constitutions

3 o Governance, including the legal and fiscal responsibilities of directors and trustees o Compliance with regulatory requirements, for example the Office of the Scottish Charity Regulator, Companies House etc., and o Other statutory duties, for example employment law, health and safety law etc., Contribute to the design and delivery of training for third sector organisations, including study visits Contribute to the design and delivery of an annual events and networking programme. Organisational Development The Operations Manager will contribute to the development of the organisations business model by: Identifying partners (organisations and individuals) locally and nationally that can contribute to the organisations objectives and work plans. Design and develop agreements, particularly with locally based and embedded community organisations (such as community initiatives and development trusts) to become outreach centres and points of contact for Third Sector First, Dumfries and Galloway activities in the community. Design and develop a project management and monitoring process for the organisation so that these are effective and deliver on the organisations policies on the development of quality operations and management. Scan the environment for funding opportunities to support both the organisations core work and to develop and deliver projects. Community Planning The Operations Manager will ensure that the organisation: Develops and maintains a comprehensive understanding of community planning partnerships and other public sector partnerships, work streams and change programmes where there is an expectation of engagement from the third sector; Develops and maintains a database of and record information about the people currently representing the third sector and a panel or people that we can call on to represent the sector in the future; Develop and implement systems for supporting (including training and briefings on issues) third sector representatives and ensuring that they are accountable for their work; Develop effective thematic networks of third sector organisations and to ensure that these networks are supported, able to set and prioritise issues of concern, and can influence the work of staff and third sector representatives.

4 WORKING RELATIONSHIPS AND BEHAVIOURS The post holder will: Receive ongoing mentoring and support from the Board and Chief Executive where required. Meet regularly with the Chief Executive to review work plans, key performance indicators and the results of evaluation. Be strategically aware of the policy and political context within which third sector interfaces work and be able to scan the environment for wider impacts. Develop a working environment in which people feel that they are trusted to be creative, consider and take managed risks. Create evidence based strategies, evaluating options, impacts, risks and solutions. Aim to maximise return whilst minimising risk and balancing social, political, financial, economic and environmental considerations to deliver sustainable outcomes. Ensure that there is clarity around key messages and that a culture of leadership is embedded throughout the organisation. Ensure that everyone values partnership working and understands that without such working the organisation cannot deliver or be effective. Work to create a culture of knowledge and learning across the organisation so that it can inform future plans and transformational change. Be able to demonstrate and apply extensive experience across multiple areas of practice. Work to create an environment of continuous improvement to deliver cost effective excellence. Provide support and encouragement to staff to perform effectively during challenging and changing times. Work to create a culture which delivers outcomes with a clear focus on addressing issues resolutely, fairly and promptly.

5 ADDITIONAL INFORMATION The post holder will be based in Dumfries. They will however be expected to travel throughout Dumfries and Galloway to support the needs of the operations staff team. The post holder will be required to adopt a flexible approach to working hours, and occasional additional hours will be required. Any additional hours will not be paid but will be reimbursed through the organisation s Time Off In Lieu (TOIL) scheme. The post holder will be given the opportunity to develop their own personal development plan in discussion with the Board and the Chief Executive.