Operations and Office Manager

SIP’s Office & Operations Manager (OOM) is responsible for the management and smooth day-to-day operations of Severnside Institute of Psychotherapy as a BPC membership institute and charity; and Orchard Street Therapy Rooms as a provider of consulting room space for talking therapy practitioners; and to provide general marketing and promotional support on behalf of the whole organisation.

There will be a transitional period where the Office & Operations Manager will be required to review and audit the necessary tasks of an administrative assistant who will be recruited to support them in their management role.

Once recruited, the Office and Operations Manager will line manage the work of SIP’s Administrative Assistant who will provide general secretarial and/or administrative support to SIP’s Office & Operations Manager, Finance Manager, CPD Committee and Executive Committee.

The Office & Operations Manager is responsible to SIP’s Executive Committee (EC), and is line managed by a member of the EC. The post holder will also be a standing (non-voting) member of the Executive Committee.

JOB DESCRIPTION
OSTR (Orchard Street Therapy Rooms)/Building management
· Manage room user bookings and cancellations in accordance with OSTR policies
· Manage the maintenance of OSTR room user records in CRM via Insightly and on Sharepoint
· Maintain relationships with, and respond to queries from, existing and potential OSTR room users
· Manage contracts for building utilities (electricity, gas, and water)
· Implement suitable management processes to ensure building compliance, including the testing and maintenance of fire equipment, portable appliances and security alarms, keeping appropriate records of inspections and certificates of electrical safety, contacting suppliers where necessary
· Ensure contractors are able to access the building as and when necessary, (working flexibly on an occasional basis)
· Manage routine and one-off maintenance and repairs
· Ensure appropriate management procedures are in place to ensure timely response to emergencies or urgent issues as they arise
· Manage supplies necessary for the smooth running of OSTR
· Periodically review the promotion of OSTR as a provider of consulting and meeting room space with the aim of maximizing occupancy
· Annually review and, where necessary, improve OSTR room booking policies, procedures and information, and its presentation to OSTR room users
· Facilitate building inductions for OSTR room users, SIP staff members, training personnel and committee members
· Monitor OSTR building-related expenses and income, including planning a rolling programme for the upkeep of the building also working with SIP’s Finance Manager to produce building income and expense projections for annual budget and mid-year budget reviews
· Produce OSTR reports for the bi-monthly Executive Committee meetings

Office management and administration

· Develop and manage the SIP & OSTR websites
· Manage the admin email inbox and respond to queries from internal and external enquirers
· Work with SIP’s external IT support provider to ensure SIP’s IT systems are appropriately managed and maintained
· Assist SIP’s Executive Committee (or the relevant line manager) with staff recruitment arrangements, including the posting and advertising of vacancies, filing applications, communicating with applicants, and the coordination of interview tasks
· Review and develop management and administrative systems to increase efficiency
· Coordinate, in collaboration with SIP’s Finance Manager & Company Secretary, and the relevant member of the Executive Committee, preparation and arrangements for SIP’s Annual General Meeting
· Inform the EC and promote understanding in a range of SIP policies including Data protection, Safeguarding, Equal Opportunities, and Health and Safety policies.
· Manage SIP’s telecommunications contracts (phone & WiFi)
· Manage supplies necessary for the smooth running of the office
· Manage office cover
· Support line managers in reviewing and updating HR policies, processes, and procedures in conjunction with SIP’s external HR support provider in accordance with UK legislation
• Hold responsibility for the secure filing and disposal of SIP’s HR records
• Provide inductions for new staff: completing HR onboarding paperwork, covering SIP’s organisational structure, key points of contact, HR policies, processes, and procedures, as well as use of SIP’s website, SharePoint site, iTeam, and other - non-role-specific office tools
• Support the EC with induction processes for volunteers
• Support other line managers in monitoring and maintaining staff annual and sick leave records
• Assist with preparations and arrangements for SIP’s (5-yearly) BPC re-accreditation

Membership & Subscription management
• Ensure membership records (including member insurance and clinical trustee details) are kept up to date in SIP’s CRM software
• Manage the day-to-day running of SIP’s Consultation & Referral Service (CRS), including monitoring the CRS mailbox, the processing of referral requests and referrals for initial consultations, and recording enquiry outcomes from Area Representatives
• Evaluate, review, and develop, in collaboration with SIP’s Chair of Membership, CRS protocol processes, and procedures
• Manage SIP’s group subscriptions to PEP-Web, BJP, and IJP
• Assist SIP’s Chair of Membership in producing reports on membership activities (including CRS and Equality Monitoring reports) for the bi-monthly Executive Committee meetings

Finance administration
• Work with SIP’s Finance Manager when required to help with projections for annual budgets and mid-year budget reviews, and in ensuring members and associates are kept up to date regarding claims, fees, and expenses

Marketing administration
• Work with the relevant committee chair to implement the marketing strategies of SIP as a member institute, training institute, charity, and provider of CPD events
• Oversee the production and dissemination of communications to SIP’s membership, OSTR, and the wider public, including regular membership newsletter
• Design, produce, and distribute print and online marketing content for SIP and OSTR

PERSON SPECIFICATION
Essential
a. Experience of line and office management
b. A track record of working autonomously, with an organised and systematic approach to the prioritisation of tasks
c. A proven ability to prioritise work and meet deadlines
d. Ability to work as part of a team, delegating where necessary
e. Experience and/or understanding of working alongside unpaid committee volunteers whose contributions are also essential to the work of an organisation
f. An understanding of and empathy with SIP’s mission, aims and values, and an ability to work within the objectives of SIP
g. A commitment to diversity and equality
h. Excellent computer skills, and an ability to learn and adapt to new software
i. Experience with Office365 tools (particularly Outlook, Word, Excel, and SharePoint)
j. Experience with CRM databases
k. Knowledge of HTML, and experience of website maintenance (Ideally WordPress)
l. Excellent communication and interpersonal skills
m. An accurate and detail-conscious approach
n. Ability to work with the different perspectives that volunteers and psychotherapists bring to the organisation
o. Awareness of and respect for confidentiality and data protection issues in line with GDPR
p. Availability for occasional evening and weekend working

Desirable
a. An understanding of psychotherapy work and terminology
b. Knowledge of building fire and gas safety regulations, and electrical compliance
c. Experience of supporting staff recruitment
d. Experience in working with and supporting committees and working groups
e. Experience of using bookkeeping software (Ideally Xero)