SHAPING OUR LIVES
Head of Operations
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Company Description
Shaping Our Lives is a user-led organisation that hosts a national network of user-led groups, service users and Disabled people. We are a non-profit making organisation chaired by Peter Beresford OBE (Emeritus Professor of Social Policy at Brunel University). The management board and National User Group are all Disabled people and / or from marginalised communities who are committed to inclusivity and diversity.
Shaping Our Lives is embarking on an exciting period of growth and development. Having recently received a four-year grant through the National Lottery Community Fund (NLCF), we will be focusing on renewing the role of Disabled people in the age of change, further solidifying our role as experts in the field of inclusion, and strengthening our current practices.
A full description of the role, as well as additional details about our recruitment process and how to apply, can be found on our website here: https://shapingourlives.org.uk/join-our-team/
Role Description
The Head of Operations will lead on the internal running of the organisation, including its infrastructure and management. Their focus will be to ensure our governance, finance, systems, and processes are robust, compliant, and effective, with an emphasis on long-term impact and sustainability. They will enable the successful delivery of our projects by leading on our internal affairs and ensuring we operate efficiently.
The postholder will be actively collaborating with other staff members and our Management Board to ensure that external work aligns with our internal values and expectations, all whilst working to establish long-term sustainability for the organisation.
Understanding of inclusive working and knowledge of the operating conditions of a small user-led organisation would be an advantage.
As a small organisation, all our staff are sometimes required to work in other areas of our business (with appropriate support). We have an excellent reputation as a successful user-led organisation and are a supportive and friendly team. The post holder will be home-based and may on rare occasions be asked to work on different days, in the evenings or at the weekend. The role may require some travel to attend meetings and events.
General Responsibilities
- You must be committed to working in an inclusive way and have an understanding of equality, diversity, and inclusion.
- You must follow our internal policies and procedures.
- To participate in regular supervision and undergo training if required.
- To attend and participate in remote and in-person meetings including internal meetings.
- To be able to work as part of a team and co-operate with other staff, the Management Board, and the National User Group.
- To be self-administrating and able to work independently.
- To show willingness to be involved in the wider work of Shaping Our Lives.
- To treat confidentially any information about user-led groups, members, service users, and staff that could be deemed as personal, private or sensitive.
- In addition, the post-holder may be required (with support) to undertake any other activities appropriate to their level of responsibility and accountability.
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Main Responsibilities
Shape and Deliver Shaping Our Lives’ Business Plan
- Lead on the development of a new four-year strategy, working closely with the Head of Projects and Management Board, ensuring Shaping Our Lives continues to evolve and develop in line with the sector we operate in.
- Ensure organisational priorities are clearly defined, realistic, and achievable, as well as directly aligned with delivery activities (particularly in relation to our NLCF priorities).
- Monitor and evaluate progress against our strategic objectives, including reporting to the Management Board and flagging and addressing any concerns.
- Support all staff to align the delivery and priorities of their work with the organisation’s strategy, plans, and priorities.
Governance
- Ensure Directors and NUG are involved in decision-making in relation to governance arrangements.
- Support Directors and NUG to fulfil all governance requirements.
- Lead on the recruitment, induction, and training of new NUG members.
- Provide ongoing support and facilitate two-way engagement from and for NUG members
- Ensure that, collectively, the NUG influences the organisation’s strategy and delivery of activities
- Monitor and evaluate NUG input, and measure the effectiveness of the NUG
- Coordinate and complete administrative-related tasks for the Annual Business Meeting, Directors meetings, and any ad-hoc NUG meetings.
- Ensure legal and regulatory compliance (such as supporting the Finance Officer and accountants with reporting, creation of annual accounts).
- Maintain and, where necessary, build robust governance structures, ensuring our policies, procedures, and standards are up to date, including conducting regular reviews and keeping abreast of sector-wide developments.
Finance
- Work with the Finance Officer and accountants to ensure accurate budgets, financial reporting, and forecasts are conducted and completed as required.
- Approve and process various payments (such as involvement payments, expenses, subscriptions, etc.).
- Monitor and report on cashflow and financial sustainability.
- Manage contracts and supplier relationships (IT, website).
- Ensure the organisation’s financial systems and controls are robust and appropriate in relation to the organisation’s size and portfolio of projects and activities.
Effective Procedures
- Create and maintain an organisational risk overview.
- Ensure the organisation has effective digital systems, including secure data management (OneDrive, GDPR compliance, etc.).
- Hold regular internal reviews (both with staff and the National User Group) to reflect on learnings and improve ways of working.
- Maintain HR systems, records, and contracts.
- Coordinate recruitment, induction, and trainings (for both staff and National User Group members).
- Maintain and, where needed, develop systems to support effective project delivery (such as tracking and documentation tools).
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Strategic Planning and Sustainability
- Lead on futureproofing our organisational sustainability, by establishing effective processes, practices, and procedures for the running of a small organisation (with support from staff and the Management Board).
- Develop and maintain systems for tracking income, projects, and organisational performance.
- Prepare internal reports to support our Management Board’s decision-making, inclusive of structured information and analysis.
- Contribute to funding applications and proposals by preparing and providing overviews and summaries with organisational, financial, and operational input.
Person Specification
Essential Criteria
Knowledge and Understanding:
- Understanding of governance, financial oversight, and regulatory and organisational compliance.
- Knowledge of co-production and inclusive involvement principles.
- An understanding of the discrimination and exclusion experienced by marginalised or oppressed communities.
Experience:
- At least two years’ experience of successfully supporting the internal running of an organisation (paid or voluntary).
- At least two years’ experience of working in the fields of inclusion and involvement (paid or voluntary).
- Experience of developing or improving organisational systems and processes.
- Experience of completing monitoring and reporting requirements, such as for the leadership of an organisation.
- Experience of supporting governance and regulatory compliance.
- Experience of building strong relationships with various stakeholders (e.g., colleagues, board members, partners, funders, and service users), particularly those responsible for the running of the organisation.
Qualities and Skills:
- Flexible and able to proactively plan and prioritise own workload to meet funder and organisation targets and tight deadlines.
- Ability to produce accurate and accessible management and/or monitoring reports (financial and project).
- A commitment to empower people from all communities to have a strong voice.
- Excellent numeric competence and confident user of Excel spreadsheets (e.g., for preparing budgets).
- Sound Information and Communications Technology (ICT) competence.
- Comfortable with home working for an organisation that does not have offices.
Desirable criteria
- Lived experience or a good understanding of the lived experience of being a Disabled person and/or a member of a marginalised or oppressed community.
- Experience of working in the user-led sector and /or within user-led organisations.
- Experience of making information, processes, and systems accessible for various audiences (such as staff and other stakeholders).
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