Operations and Governance Manager

02 Dec 2019

Operations and Governance Manager

Central London - £35,000-£38,000 + benefits, with some travel within the UK and potential for international travel. Flexible working available.

Overall purpose of job

To support the Chief Executive and team in delivering the strategic objectives of the Society.

The Society for Applied Microbiology (SfAM) is one of the world's leading microbiology societies. It is recognised internationally for the support it provides the microbiological community, the scientific integrity and quality of its academic journals and its accurate and evidence-based communications.

Key responsibilities:

The Operations and Governance Manager will provide key support to the Chief Executive (CE) and Executive Committee (EC) of trustees to achieve the strategic objectives set out in the Society’s strategic plan through the following but not limited to:

Governance
  • Management of all governance tasks, such as the filing of the annual return and accounts and updating Directors/Trustees registration with the Charities Commission and Companies House

  • Contribution to, and collation of, all high-level papers and briefing documents for EC and all subcommittee meetings

  • Minute-taking at all EC and subcommittee meetings

  • Co-ordination of the writing and delivery of the Annual Report and Accounts

Operations
  • Management of liaison with Biochemical Society and/or LABS regarding operational premises-related issues

  • Assistance to EC with any necessary travel/accommodation requirements

  • Management of incoming and outgoing mail

  • Maintenance of CE’s contacts database

  • Maintenance of the society’s asset registers

  • Management of external contracts ensuring they deliver optimum value for the Society

  • Full briefing of CE in preparation for internal and external meetings

  • Collation and preparation of presentations for CE

  • Organisation, planning and preparation of internal and external meetings and activities as directed by CE

Compliance
  • Leading on the provision of information on matters relating to GDPR, Data Protection and compliance issues

  • Ensuring the organisation complies with all relevant legislative requirements and best practice standards

  • Undertaking the role of Health and Safety Officer; ensure that essential policies are in place and that the policy and staff training are kept up to date.

Person specification

You will be able to demonstrate proficiency in the following:

Essential
  • Graduate qualification

  • At least 3 years’ relevant experience of working in operations management and/or charity governance

  • Knowledge and/or understanding of wider charity governance issues such as information governance and risk management

  • Working knowledge of governance issues affecting charities

  • Practical knowledge of data protection related legislation and compliance best practice

  • Highly developed interpersonal skills with diplomacy and the ability to influence: credible and able to deal comfortably with key individuals at all levels

  • Excellent written and oral communication skills

  • Strong organisational skills and meticulous attention to detail

  • Excellent administration skills including proven ability to take accurate and informative meeting minutes

  • Ability to work autonomously for significant time periods

  • A proactive work style with demonstrable ability to use own initiative

  • Ability to time-manage effectively and to prioritise work, working well under pressure

  • Strong working knowledge of Microsoft Office Applications

  • Ability to build sound and diplomatic working relationships with others and in particular the ability to liaise with a wide variety of stakeholders

  • Experience of health and safety management

Desirable
  • Interest and/or knowledge relevant to microbiology

  • Working knowledge of the function of learned societies and/or professional membership organisations

We are committed to drawing on a wide range of knowledge and experience and strive to maintain diversity in all areas of our work (BAME, career level, disabilities, gender). For more information on the Society’s commitment to diversity and inclusion please see our position statement.

Personal responsibilities:

You will ensure:
  • That you present a professional image at all times, both in the office and to members and external suppliers and act as an ambassador for the Society.

  • That you understand the consequences of your actions for the Society and actively share responsibility with the Chief Executive, Trustees, Managers and office team for the success of the Society’s work.

  • That you treat all colleagues fairly, working according to the principles of equal opportunity as outlined the Staff Handbook.

  • That you are willing to work in excess of usual working hours when the balance of the Society’s work or allocated responsibilities requires this. We do not expect excessive working hours, rather we require flexibility when there is a clear benefit to the Society.

  • That you are aware of basic employment and health and safety law.

  • That you are compliant with all legal requirements relevant to your role.

Team participation responsibilities:

To ensure the following:
  • That you understand the Team Objectives and your own Personal Objectives;

    • Can explain the expectations of your role and the measures of success.

    • Attend one-to-ones on a regular basis to ensure your individual objectives are clear and up to date.

    • Help and support new staff into their new role as appropriate.

  • That you take ownership of work and contribute to making decisions.

  • That you are a team player by supporting your colleagues as appropriate.

  • That you seek to continuously improve performance by learning and developing new skills and keeping up to date with latest developments in the sector.

  • That you undergo appropriate levels of coaching, development and support when needed; helping to identify your own:

    • Development needs,

    • Development activity,

    • Expectations as a result of the development activity,

    • Actions to support the development activity.

    • Performance against business objectives as a result of the development activity

How to apply

Please apply by sending an email to hr@sfam.org.uk with the subject ‘SfAM Operations and Governance Manager’ to Lucy Harper before 17.00 on 15 January 2020 with the following documents attached:

  • a CV (2 sides of A4 maximum)

  • a covering letter explaining your interest and suitability to the role

Please contact Chief Executive, Dr Lucy Harper with any particular queries relating to the role.

Assessment of applications is a two stage process: there will be an assessment of the written application and applicants successful at this stage will be invited to interview.

Please note that only shortlisted candidates will be contacted. If you do not hear from us within two weeks of the closing date, please assume that your application has not been unsuccessful on this occasion.

We are interested in every qualified candidate who is eligible to work in the United Kingdom. However, we are not able to sponsor visas.

The Society takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.