OPERATIONS MANAGER - Maternity Cover
We are seeking a proactive and results-driven Operations Manager to oversee the daily operations of our administrative and facilities teams. This role is crucial in ensuring efficient workflows, optimising processes, and maintaining a high standard of organisational effectiveness. The ideal candidate will have strong leadership skills, a keen eye for detail, a proactive approach to problem-solving and a proven track record in managing administrative operations.
Reports to: Managing Director
Location: Blanchardstown, Dublin 15
Contract: Maternity Contract
Hours: Full-time (37.5 hours per week, Monday to Friday)
Salary: €60,000 per annum
Annual Leave: 25 days
Role Description:
The Operations Manager oversees the daily operations of our administrative and facilities teams. This role is crucial in ensuring efficient workflows, optimising processes, and maintaining a high standard of organisational effectiveness.
KEY RESPONSIBILITIES
Team Leadership
1. Lead and manage the administrative and facilities support teams, fostering a high-performance culture and providing mentorship and professional development opportunities.
2. Oversee the allocation and utilisation of administrative and facilities support team resources.
3. Monitor team workloads and adjust as necessary to meet deadlines and priorities.
4. Assist in budget planning.
5. Monitor expenses and optimise cost efficiency without compromising quality.
Operational Oversight
1. Develop and streamline policies, procedures, and systems to enhance efficiency, reduce cost, streamline workflows and optimise administrative and facilities functions.
2. Oversee daily administrative and facilities operations, ensuring smooth workflows and efficient service delivery by leveraging technology to automate and optimise administrative systems and reporting mechanisms.
3. Develop and maintain standard operating procedures (SOPs) for administrative and facilities tasks.
4. Manage procurement and inventory of office supplies and equipment including IT and telecommunications equipment.
5. Build alliances and partnerships with local authorities/childcare support providers ensuring our settings are always exploring ways of improving and leveraging support from external professionals.
6. Act as liaison between the company and third-party providers e.g., maintenance companies, service providers and monitor and manage all contracts relating to third party contractors e.g., facilities management, internet provider etc to ensure contracts do not automatically renew without being approved.
Regulatory Compliance
1. Oversee registration with regulatory bodies e.g., Tusla, EHO, Pobal, and maintain accurate records and documentation.
2. Maintain accurate and organised records for compliance purposes, ensuring timely submission of required reports and documentation e.g., response to inspection reports, correspondence from regulatory bodies.
3. Oversee management of government funding schemes via the Hive, including Core Funding, grants, and contracts, relevant to the organisation’s operations.
4. Maintain up-to-date knowledge of industry-specific compliance standards and requirements.
Insurance Compliance
1. Oversee the management of insurance-related records e.g., levels of coverage, renewals, and claims, ensuring that accurate records and documentation are kept.
2. Act as the primary liaison with insurance providers to address inquiries, audits, and policy adjustments.
GDPR Compliance
1. Oversee any GDPR-related enquiries and data subject access requests (DSARs) relative to parents and/or children.
2. Ensure the organisation’s policies and practices adhere to the General Data Protection Regulation (GDPR) and other applicable data protection laws.
3. Develop and implement data protection protocols to safeguard personal and sensitive information.
4. Maintain accurate records of data processing activities, ensuring transparency and accountability.
5. Collaborate with internal teams to address compliance issues and resolve data breaches effectively.
Training
1. Introduce new managers to tools, systems, and resources essential for their roles, specific to the administration and facilities support functions.
2. Collaborate with HR and other internal teams to develop comprehensive induction training programs tailored to new managers, ensuring alignment with the organisation's values, policies, and goals and to ensure training content is relevant and up-to-date.
3. Monitor the progress of new managers during the induction period, offering additional support and guidance as needed, specific to the administration and facilities support functions.
4. Collaborate with other relevant departments to collect feedback on the manager induction program to continuously improve its effectiveness and address any gaps.
Acquisitions
1. Oversee the integration of newly acquired services, ensuring a seamless transition into the organisation’s existing operations, specific to the administration and facilities support functions.
2. Collaborate with relevant departments to develop and execute onboarding plans for acquired services, including timelines, resource allocation, and stakeholder communication.
3. Collaborate with relevant departments to align processes, systems, and standards with organisational objectives.
4. Conduct due diligence to identify potential gaps or challenges in the integration process and implement solutions.
5. Provide training and support to managers/support teams of new services to ensure a smooth adaptation.
6. Maintain compliance with legal, regulatory, and contractual requirements during the onboarding process.
Other duties:
1. Ensure compliance with company policies, procedures, and regulatory requirements.
2. Contribute to an atmosphere of trust and professional respect through an attitude of openness, tolerance, constructive conflict resolution processes and maintenance of confidentiality.
3. Identify and attend relevant professional training sessions.
4. To carry out any other duties and responsibilities deemed relevant to the role and assigned to you by your manager.
REQUIREMENTS
Education and Experience:
1. Bachelor’s degree in Business Administration, Management, or a related field.
2. Minimum of 3 years of experience in operations or administrative management.
Skills and Competencies:
1. Strong leadership and team-building abilities.
2. Excellent organisational and analytical abilities with a focus on problem-solving.
3. Proficiency in Microsoft Office Suite and other administrative tools.
4. Exceptional written and verbal communication skills.
5. Ability to manage multiple projects and prioritise tasks effectively.
6. Experience with process improvement methodologies is a plus.
7. Experience in or knowledge of the Irish Childcare sector a distinct advantage.
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