Full Time (5 or 4 days a week), Fixed Term, Permanent
Job Title: Assistant Operations Manager
Salary: £28,665 p.a FTE
Contracted Hours: 35hrs (5 day option) or 28hrs (4 day option)
Start Date: As soon as possible
Employment term: Permanent (subject to 6 months probationary period)
Location: Bristol-based at Babbasa Hub, Backfields House, Upper York Street, St Pauls, Bristol BS2 8QJ – this role is office based.
Babbasa is an award-winning, Bristol-based, social enterprise with a vision to create a world where all people are inspired and able to realise their employment and enterprise ambitions, irrespective of where they live, their nationality, ethnicity, gender, race, sexuality or faith. Babbasa realises its mission through its subsidiary enterprises including Babbasa’s Youth Empowerment Programmes and Recruitment & Inclusion Services (BRIS) and its core values of Imagination, Determination and Kindness.
Babbasa supports low-income and ethnic minority young people to prepare for the workplace as well as support employers to recruit diverse talent, develop cultural competencies and create inclusive work environments for all to thrive. The direct support for young people includes soft skills training, mentoring, and information and guidance support. The direct support for employers includes Recruitment, Inclusion Advisory Support, Cultural Competency Training, Research, Inclusion Needs Analysis and On-boarding Support. Over the next decade, Babbasa plans to grow its services to both young people and employers to respond to the pressing imperative to overcome the structural barriers to workforce inclusion and associated social inequalities in Bristol and beyond.
The role of Babbasa’s Assistant Operations Manager is to ensure efficient and effective management of organisational resources, systems and processes that enable Babbasa to provide a great experience for staff, young people and other stakeholders and to achieve greatest impact in our mission. You will play a vital part in achieving this purpose by supporting on Babbasa’s financial administration, facilities and information management. The Assistant Operations Manager will also help lead the Operations Team and manage relationships with external suppliers of financial, legal, HR and ICT ensuring compliance with relevant law and regulation (including Health & Safety and GDPR). This role reports to the Operations Manager.
- Support the Operations Manager to develop, monitor and evaluate annual and project budgets in line with contractual agreements (grants, service contracts etc)
- Produce the monthly financial reports from the Babbasa’s accounting system, bank account transactions and booking keeping records where necessary to ensure accurate management accounts
- Work with external advisors, Babbasa Finance Non-Executive Director and Auditor as directed by the Operations Manager to strengthen the organisation’s financial controls
- Help develop colleagues’ understanding of finances to embed a culture of financial accountability across the organisation
Information Management and ICT
- Liaise with relevant team leads to ensure that agreed management reports are completed within set timelines i.e to help prepare key financial and operational reports for Board and SLT
- Assist with quality assurance systems across the organisation
- Help with embedding information management policy and practices e.g GDPR-compliant data security and information retention across the Babbasa systems and team
- Help manage relationships with external legal and ICT suppliers for service support and software systems including the CRM, Google Space for Business and other contractual agreements
- Work with Operations Team and managers to ensure the effective management of ICT hardware, systems, usage and maintenance
- Work with our external supplier to support the organisation’s HR policies and processes, that ensure compliance with employment law, contractual matters and create a fair and transparent framework for staff to achieve Babbasa’s goals in line with Babbasa Values and Manifesto
- Be responsible for producing contracts and making system changes and producing HR related reports for the Senior Leadership Team
- Assist with the recruitment of staff, managing systems and processes
Health, Safety and Facilities Management
- Support safe and accessible arrangements and procedures for day-to-day use of the Babbasa Hub including undertaking health & safety risk assessments, checks, and overseeing duty management rotas
- Take day-to-day responsibility for the efficient running of the Babbasa Hub, including managing resources and equipment, answering queries from the wider team and directing and supervising junior staff
- Support development and implementation of health and safety policies and procedures, ensuring all information is communicated effectively with all staff and updated in a timely manner
- Support relationships with the Landlord (Emmaus), sub-licensees and external pro bono venue providers
Leadership and Team management
- Support the delivery of the organisational business plan and work collaboratively to increase Babbasa’s impact in line with the organisation’s mission
- Role model the values and behaviours of Babbasa’s Manifesto
- Provide direct leadership, management and supervision for designated Babbasa staff
- Identify, mitigate and manage key organisational risks, ensuring the Senior Leadership Team and Babbasa’s Board are notified and briefed through Babbasa’s risk register and procedures
You are financially literate – You are highly numerate and have an analytic approach to your work. You have experience of using Sage, or be willing to learn to manage basic accounting systems.
You have a good understanding of Operations – Able to manage people, teams, and coordinate external consultant contracts. Has some knowledge and experience of managing IT projects from beginning to end, independently, with a variety of stakeholders. General understanding of HR, GDPR and H&S processes. Ideally you have experience of managing and developing staff.
Working with others – You proactively identify business needs, scope and plan minor and major projects to address them, and successfully drive the project to completion, involving and engaging colleagues appropriately throughout. You develop and maintain excellent working relationships with formal and informal stakeholders at every level – with the young people on our programmes, with staff in each department, with our external consultants, with our Board and with others. You build trust and can stand in the shoes of others.
Organised – You are very well-organised and have good attention to detail. By doing so, you manage your own time well and respect the time of others. You juggle multiple deadlines and have a track-record of balancing multiple tasks and responsibilities. You are meticulous and able to prioritise conflicting needs. Effective and efficient – You are constantly reflecting on working practices and improving where necessary. A completer-finisher – you are able to work to deadlines, take initiative and are proactive in your approach to work. You create change that benefits all and is aligned with organisational strategy.
Problem solving – You are able to problem solve in a complex and rapidly changing environment. Personal resilience and have the ability to stay focused in a rapidly changing environment.
IT knowledge – You have sufficient IT know-how to support strategy, troubleshooting, dealing with suppliers and administration of our CRM system. Ideally, you are able to use excel to a high level, including pivot tables and charts to create user-friendly reports.
You’re aligned with our mission – You have lived experience and/or an understanding of the critical issues surrounding equality, inclusion and diversity, including structural issues around race and class, and how they impact young people with specific reference to their leadership and employability experiences. You believe that, with the right support, everyone has potential to achieve excellence, whatever that means for them.
- Experience and understanding of managing an Operations function
- Qualification or experience of Financial systems and processes
Skills and abilities
- Excellent organisational skills to meet deadlines
- Strong interpersonal skills
- Excellent verbal and written communication skills
- Ability to use initiative and make decisions under pressure
- Proven ability to solve problems creatively
- Great attention to detail and ability to multi-task
- Ability to understand and apply feedback on work performance
Incentives and Benefits
- Live and work in Bristol – a buzzing multicultural city of 460,000 people, speaking 91 languages. An economic powerhouse of the Southwest, voted the kindest city in UK; European Green City (2017); best culinary destination (2019) and happiest city to work in the UK (Guardian, 2016)
- Build your leadership and enterprise skills in a safe working environment
- Be part of building an innovative, Queen’s Award For Enterprise (Social Mobility) winning, organisation
- Be part of transforming the lives of low-income and ethnic minority young people in Bristol, to help directly address the city’s stark ethnic inequalities and of a welcoming and supportive team
- 31 days annual leave (including bank holidays)
- 3% employer pension contribution
- Access to flexi-working arrangements
- Access to Employee Assistance Scheme