Ray Chapman Motors
Group Operations Executive
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Reporting to: Group Operations Director
Salary: £45,000–£50,000 per annum, dependent on experience
Travel: Regular travel between Group locations required
About Ray Chapman Motors
Ray Chapman Motors is a growing family-owned automotive group representing Volvo and Chery across five dealership locations. The Group operates across Sales, Service, Parts, Fleet, Used Cars, Marketing, HR, and Finance, with a strong focus on customer experience, operational excellence, and long-term relationships.
As the Group continues to grow, we are looking to appoint a Group Operations Executive to work closely with the Group Operations Director and wider management team. This is a new role within the Group and represents an opportunity for an exceptionally organised, commercially minded, and proactive individual to have a significant impact on how the business operates.
The Role
The Group Operations Executive will work closely with the Group Operations Director to ensure that the Group’s priorities, projects, standards, and agreed actions are effectively coordinated, implemented, and followed through. The role is designed to increase the effectiveness of the management team, improve communication and accountability, and allow the Group Operations Director to focus more time on strategic priorities, leadership, and business development.
This is not a traditional Personal Assistant role and is not a line-management position. The successful candidate will act as a central point of coordination across the Group, helping ensure that when something is agreed, it gets done properly, on time, and to the required standard.
Key Responsibilities
Group Action & Accountability
- Own and maintain the Group’s central action tracker.
- Record key actions and decisions from management meetings.
- Ensure every significant action has a clear owner and deadline.
- Monitor progress against agreed deadlines.
- Follow up with managers where actions are approaching or exceeding deadlines.
- Identify overdue or stalled actions.
- Escalate significant issues to the Group Operations Director.
- Maintain visibility of outstanding actions across the Group.
- Ensure actions are not simply marked complete without appropriate evidence.
Management Meeting Support
- Work closely with the Group Operations Director to improve the effectiveness of management meetings.
- Responsibilities include:
- Preparing agendas.
- Gathering relevant information and reports.
- Preparing meeting packs.
- Recording key decisions and actions.
- Maintaining action logs.
- Following up actions between meetings.
- Preparing updates for subsequent meetings.
- Highlighting recurring or unresolved issues.
Group Projects & Initiatives
- Coordinate significant Group projects from initial agreement through to implementation. This may include:
- New systems and processes.
- Manufacturer initiatives.
- Customer experience projects.
- Group-wide process changes.
- New site initiatives.
- Technology projects.
- Marketing initiatives.
- Operational improvements.
- Staff training programmes.
- Cross-department projects.
Operating Standards
- Support the implementation and ongoing development of the Ray Chapman Motors Operating Standard. Responsibilities include:
- Maintaining Group operating standards.
- Coordinating regular reviews and audits.
- Monitoring compliance with agreed processes.
- Identifying inconsistencies between sites.
- Highlighting areas where standards are not being maintained.
- Supporting managers in implementing improvements.
- Tracking corrective actions.
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Performance & Management Information
- Work with Group departments and dealership management to bring together relevant operational information. This may include:
- Sales performance.
- Aftersales performance.
- Customer experience.
- Used car performance.
- Fleet performance.
- Marketing activity.
- HR initiatives.
- Group projects.
- Operational KPIs.
- The Operations Executive will help ensure that the Group Operations Director has clear, accurate, and timely information to support decision-making.
Cross-Department Coordination
- Act as a central coordination point where work involves multiple departments or dealerships. For example:
- Sales and Marketing.
- Sales and Used Cars.
- Sales and Fleet.
- Service and Parts.
- HR and operational management.
- Finance and dealerships.
- Manufacturer and Group initiatives.
Follow-Up & Communication
- Maintain a high level of visibility across the Group.
- The successful candidate will:
- Follow up on agreed commitments.
- Identify where deadlines are at risk.
- Ensure information is communicated to the correct people.
- Highlight potential problems early.
- Maintain clear records.
- Ensure the Group Operations Director is aware of significant issues requiring intervention.
- This requires someone who is comfortable asking:
- “Where are we with this?”
- “What is preventing this from being completed?”
- without creating unnecessary conflict.
Relationship With Managers
The Group Operations Executive will work closely with Heads of Business, departmental managers, and Group departmental managers. However, the role does not replace or sit above these managers within the organisational structure.
The successful candidate will have:
- No direct line-management responsibility for dealership or departmental managers.
- No authority to override Heads of Business or departmental managers.
- No responsibility for formal performance management or disciplinary action.
The role will also provide high-level executive support to the Group Operations Director. This may include:
- Diary and meeting coordination.
- Preparation for senior meetings.
- Presentation preparation.
- Research and information gathering.
- Preparation of briefing documents.
- Organising site visits.
- Tracking personal and Group priorities.
- Coordinating follow-up from meetings.
- Managing confidential information.
What We Are Looking For
We are looking for an individual who is:
- Highly organised - You naturally keep track of multiple priorities, deadlines, and projects without becoming overwhelmed.
- Proactive - You don’t wait to be told that something needs chasing.
- Assertive - You are comfortable communicating with senior managers and asking for updates professionally.
- Commercially minded - You understand that operational decisions ultimately affect customers, employees, and financial performance.
- Detail-oriented - You notice when something doesn’t add up and don’t accept “nearly there” when the agreed standard has not been achieved.
- Resilient - You will be working in a fast-moving environment with multiple competing priorities.
- Discreet - You will have access to commercially sensitive and confidential information.
- Emotionally intelligent - You can challenge people without creating unnecessary friction.
- Solutions-focused - You don’t simply identify problems. You help coordinate the solution.
- Comfortable with senior leadership - You will work closely with senior management and need the confidence to communicate professionally at all levels of the organisation.
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Experience
Previous automotive experience is desirable but not essential. We would consider candidates from a range of backgrounds, particularly those with experience in:
- Business operations.
- Project management.
- Executive support.
- Multi-site businesses.
- Retail.
- Automotive.
- Manufacturing.
- Hospitality.
- Professional services.
- Logistics.
- Financial services.
Experience working directly with senior leadership would be advantageous. More important than industry experience is evidence that you can organise people, manage priorities, coordinate projects, and ensure things actually get done.
Qualifications & Skills
We are looking for strong capability rather than a particular qualification.
Desirable skills include:
- Excellent written and verbal communication.
- Strong Microsoft Office skills.
- Excellent Excel capability.
- PowerPoint experience.
- Experience working with KPIs and management information.
- Project management experience.
- Strong organisational skills.
- Ability to manage multiple deadlines.
- Ability to prepare professional reports and presentations.
What Success Looks Like
After 12 months, the successful candidate should have helped create a Group where:
- Management actions are clearly recorded.
- Deadlines are consistently visible.
- Fewer actions require repeated chasing.
- Problems are identified earlier.
- Projects are delivered more consistently.
- Group standards are clearly understood.
- Management meetings are more productive.
- Information reaches the right people faster.
- Cross-department projects run more smoothly.
- The Group Operations Director spends significantly less time on administration, coordination, and follow-up.
Our Values
The successful candidate will be expected to operate in line with the Ray Chapman Motors principles:
- Customer - Would this decision improve the customer experience?
- OEM - Does this support our manufacturer relationships and requirements?
- Media - Would we be comfortable with this being publicly visible?
- Management - Does this support our people, standards, and business objectives?
- Authority - Is this the right thing to do, and is it compliant?
The Opportunity
This is a newly created position with significant scope to develop. For the right individual, the role could evolve as the Group grows, potentially developing into a broader Group Business Operations / Chief of Staff-style position with increased responsibility for Group projects, performance, and strategic execution.
The successful candidate will have the opportunity to work directly with senior leadership and gain broad exposure to every area of a growing automotive group.
Own it. Fix it. Prove it. Keep it fixed.
If you are interested, please send all CVs to vacancies@raychapmanmotors.co.uk
Job Types: Full-time, Permanent
Benefits:
- Company events
- Company pension
- Employee discount
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
- Private medical insurance
Experience:
- Operations management: 2 years (preferred)
- Project management: 2 years (preferred)
- Microsoft Office: 1 year (preferred)
Licence/Certification:
- UK MANUAL Driving Licence (required)
Location:
- York YO26 6RL (required)
Willingness to travel:
- 75% (preferred)
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