Irish Girl Guides: Operations Manager

Irish Girl Guides

 Operations Manager of Irish Girl Guides

Irish Girl Guides (IGG) is recruiting an Operations Manager to ensure the effectiveness of a dynamic nationwide youth organisation. This role is a fixed term position.

The Irish Girl Guides’ mission is to enable girls and young women to develop to their fullest potential as responsible citizens of the world. This is achieved by the volunteer leaders running a non-formal educational programme with 500 plus units across all counties in the Republic of Ireland. The organisation has charitable status and works to ensure it is compliant with all relevant legislation and codes of good practice. The organisation is led by a board of volunteers and the Operations Manager will work closely with the CEO, staff and volunteers to ensure all regulatory and statutory obligations are met. The job will include responsibility for implementing the strategic plan and activities of the organisation and representing the Irish Girl Guides at meetings and events. The role will involve the management of staff, and the supporting of our volunteers. The Operations Manager will report to the CEO and be a member of volunteer-led committees.

Key objectives of the role

  • Support the implementation of the Strategic Plan and the execution of Annual Plans
  • Oversee the day to day running of the National Office
  • Provide support to staff, both national and regional, in their roles
  • Work with national and regional volunteers to support their roles
  • Develop and maintain relationships with external stakeholders

Conditions

This position will initially be for two years, with a six month probationary period. The current salary, due to funding constraints, is €40,000 per annum. Contract will be for five days per week (Monday to Friday) from 9am – 5pm. Some evening and weekend work is required, for which time off is given in lieu. Annual leave is 25 days. This job is based in the National Office and may involve a small amount of travel outside of Dublin. Currently the National Office is in Donnybrook, Dublin 4 but will move to Tallaght, Dublin 24 within 12 months.

Application

If you wish to be considered for this post please submit a letter of application together with a copy of your Curriculum Vitae to ceo@irishgirlguides.ie by 3 December 2020. Please mark envelope with Operations Manager applications. Interviews will be held week of 14 December.


Professional requirements

  • Experience at management level in the voluntary, community or relevant sector
  • A proven ability to deliver a strategy
  • Experience of volunteering or working with volunteers
  • Proven skills in leadership, human resources, planning and decision-making
  • An understanding of the charity sector and the relevant regulations
  • A track record in developing and maintaining positive relationships with stakeholders
  • A relevant third level or professional qualification

Person Specification

  • Excellent written and verbal communication skills
  • Excellent interpersonal skills and ability to liaise effectively and confidently at all levels internally and externally
  • Strong organisational skills and time management
  • Proven ability to maintain confidentiality and discretion
  • Ability to work independently and use own initiative, as well as integrating with a team and adding value

Main Responsibilities

Governance and compliance

  • Work with the national volunteer committees on the implementation, monitoring and evaluation of the strategic plan
  • Provide support to other committees and teams in IGG
  • Ensure compliance with best practice in the sector and with the regulatory environment and legislation
  • Keep up to date with developments in the youth and charity sector
  • Be trained as a designated liaison person for safeguarding and child protection

Operational planning and management

  • With the CEO, execute a dynamic operational plan to deliver the goals and objectives of the strategic plan
  • Ensure the operations of the appropriate staff are efficient, effective and appropriate
  • Oversee and Monitor the collation of activities relevant to IGG programmes and be responsible for oversight of good quality assurance and impact measurement.
  • Provide financial support by authorising payments
  • Ensure the maintenance of all appropriate records in accordance with IGG procedures
  • Keep staff updated on decisions arising from national committee meetings

Human resources

  • Establish a healthy, safe and vibrant work environment which is compliant with relevant legislation and regulations
  • Ensure good and regular communication with staff and arrange effective staff meetings for both national & regional staff, as required
  • Update and create office processes and procedures to ensure the smooth running of the organisation
  • Observe all employment law requirements and conduct regular job appraisals with relevant staff and ensure contracts are maintained
  • Plan and distribute work, mentoring and monitoring to ensure completion of tasks assigned and submission of monthly reports
  • Develop and record a leave plan to ensure there is always adequate staff cover
  • Deal with general correspondence and be the contact person for volunteers, delegating tasks as necessary

Facilities management

  • Manage cleaning staff and external services (e.g. key holding) and take necessary steps to ensure the building is cleaned to appropriate standards in a cost-effective manner
  • Ensure that alarm system and other elements of security are adequate, and act as first point of contact for building alarm emergencies

Committee membership and member support

  • Develop a close working relationship with committees and ensure a smooth working relationship between staff and volunteers
  • Attend and record the meetings of the Management Committee
  • Attend the following committee meetings – Programme and Training, Management and General Council (AGM)
  • Attend events/meetings/conferences as required
  • Provide support to IGG Trainers
  • Provide members attending international events with information re flight bookings, insurance, debriefing forms, and inform other staff as relevant

Other duties

  • To carry out any other duties as may be assigned by the CEO and/or Management Committee from time to time

General Info

Date Entered/Updated
19th Nov, 2020
Region
Dublin 4
Expiry Date
3rd Dec, 2020