Due to the success of our existing programmes and our social enterprise initiatives as well as the launch of our strategic plan, we are looking to recruit an Operations Manager. This is a new post in YMCA Dublin and will be a two year contract initially with renewal subject to funding.
Job Purpose: The Operations Manager is to be responsible for the day to day management of services and processes that support effective delivery of facilities across our current and future sites. This position will be involved in both day-to-day operations and strategic planning in relation to the buildings, premises and services delivered. The role will provide line management for the Sports and Facilities teams based in our Aungier Street & Sandymount premises. The role will be required to take a lead in assessing, reviewing and revitalise our sports and fitness social enterprises. The Operations Manager is responsible for ensuring that statutory compliance and best practice is followed and that fit for purpose facilities support is in place for members, stakeholders and employees.
- Managing Operations: Managing in house and/or external resources to deliver Facilities and Operational Management services.
- Business/Social Enterprise Management: Oversee our Sports teams based in our Aungier Street & Sandymount premises. Requirement to take a lead role in assessing, reviewing and revitalise our sports and fitness social enterprises business model.
- Health and Safety and Regulatory Compliance: Ensuring that all activities relating to Health and Safety meet the Charity’s statutory obligations, management standards and strategic objectives.
- Environmental Management: Responsible for Environmental Management and Sustainability within the scope of the Charity’s ethical responsibility plan, including for waste and recycling management.
- Project Management: Supports and manage internal facilities and space development projects. Including refurbishment and building works and, as appropriate internal and external facility development projects across the Charity operations.
Core Duties and Responsibilities
- Managing Facilities Operations to ensure that all Charity facilities are fit for purpose and comply with all regulations and best practice in the area of facilities and cleaning support.
- Review and assesses maintenance requirements and priorities which includes managing in house maintenance team and external contractors
- Track the up keep of the Charity’s buildings, as well as anticipated long and short term improvements and maintenance.
- Implement and manage a helpdesk facility to effectively deliver an integrated facilities support service for premises. This includes responding to Charity employees and users on any facilities issues.
- Manage, support and develop the operational teams, alongside external partners to ensure a professional service is delivered.
- Ensures administrative tasks are completed, e.g. daily, weekly, monthly and annual compliance records are up to date and all statutory servicing, auditing and checks are completed.
- Coordinate and manage the in-house maintenance team, using performance management techniques to monitor and demonstrate achievement of a high quality service within agreed service levels and to lead on improvement.
- Manage the performance of external contractors and ensures that all service level agreements are being met and are completed in accordance with contractual terms, specifications and to the agreed quality standards.
- Responsible for oversight of our cleaning service, monitoring delivery to ensure a high standard of cleanliness is maintained throughout the Charity’s premises
- Ensure where reasonably practical all facilities are fully inclusive and accessible for all users in compliance with relevant statutory and best practice guidance.
- Ensure the security of all buildings, by researching and implementing various security measures.
- Act as a key holder and primary contact for all operations with reference to facilities issues, responding to emergencies or urgent issues as they arise and dealing with the consequences. This will include responding to out of hours calls and contact where required. To be part of the on-call team for YMCA out of hours emergencies.
Business/Social Enterprise Management
- Foster growth and development of our Fitness social enterprises, increase trading activity, innovation and incomes.
- Best Practices – Improve processes and policies in support of organisational goals and in line with HR best practice . Formulate and implement departmental and organisational policies and procedures to maximise output.
- Customer focused approach: Create a focus on a positive customer experience for all YMCA stakeholder interactions. Provide training and revise work practices where appropriate
- Identify opportunities for our current and future social enterprises
- Raise awareness and increase understanding of the work of social enterprises and the added value they bring.
- Manage the various budgets in consultation with Social enterprise development director, within the Charity’s management plan. This will include any additional budgets for project work.
- Assist in developing and preparing business plans
- Calculates and compares costs for required goods or services to achieve maximum value for money.
Health, Safety and Regulatory Compliance
- Ensure that all Charity facilities comply with current and applicable Health & Safety legislation and best practice minimum standards.
- Ensure the provision of an ongoing annual programme of planned Health & Safety audits and compliance checks across the premises locations.
- Ensure that records and reports are completed, reviewed at appropriate intervals and are available for inspection.
- Responsible for ensuring that stock levels of First Aid supplies are carried and replenished.
- Organise First Aid, Fire Marshall training.
- Deliver mandatory Health & Safety training where required, ensuring that all relevant staff are aware of their responsibilities.
- Ensure that all premises are compliant with relevant waste, recycling and environmental legislation and regulations.
- Ensure that regular reporting is presented in all areas of environment, waste, recycling and energy use compliance.
- Implement environmental good practice in compliance with relevant policies and procedures, including measures to monitor utilities usage and carbon footprint reporting.
- Responsible for the collection and disposal of recyclables. Advises on increasing energy efficiency and cost-effectiveness.
- Ensure that all storage areas are used effectively and efficiently, with particular attention to Health & Safety concerns, carrying out risk assessments as appropriate.
- Responsible for taking a proactive lead in moving YMCA Dublin towards a greater awareness of, and compliance with, environmentally sound principles. Advises on increasing energy efficiency and cost-effectiveness.
Duties and Responsibilities as part of Management team;
Leadership: Act as a role model, providing inspirational leadership, management, support and development.
Strategic planning and reporting; Stimulate growth by providing direction, guidance and support to teams in order to meet strategic objectives.
Relationships; Collaborate with Social Enterprise Director, CEO and other key managers to develop the YMCA in line with our vision, strategy and brand.
Key Competencies & Personal Attributes. You should be able to demonstrate the following key skills:
- Enthusiasm for the work and values of YMCA Dublin.
- Planning, organisational and time management skills
- Team working
- Project management
- High level of motivation and the ability to work on your own initiative
- Demonstrable leadership qualities able to motivate and develop others and self
- An ability to work closely with all stakeholders
- Excellent drafting and written communication
- Excellent communication and interpersonal skills
- Understand the Ethos, goals and objectives of the YMCA and actively work as part of a team to meet those.
- Relevant degree level qualification.
- Experience in management role.
- Ability to operate and lead change.
- Willingness to travel to all settings as required.
- Knowledge of health and safety and ability to complete risk assessments.
- Demonstrable ability to set and meet targets.
Terms and Conditions:
Salary for the post is 38,000 – 40,000 Euro.
Hours of work: 37.5 not including breaks
Annual Leave: 25 days (inclusive of 2# YMCA leave days; Good Friday & Christmas Eve)
Childcare: 50% discount
Applications are invited by way of a cover letter and CV to firstname.lastname@example.org. Closing date for applications is 3rd November 2019. Interviews to take place on the 14th November 2019.
For more information about the YMCA, please visit www.ymca.ie