Head of Operations

Bristol, Gloucestershire
Workingmums

We are seeking an exceptional individual to join our small, dedicated team, leading on all customer-facing elements of our business, overseeing the operational management of the RWA including visitor services; health and safety; venue hire/events; ticket revenue, and secondary spend income, together with overall responsibility for the data management, IT management, legal, governance and HR functions of the organisation.

Please submit CV and covering letter outlining your suitability for this post in no more than 1000 words to or contact Alison Bevan, RWA Director () for an informal discussion about the role.

KEY RESPONSIBILITIES

Financial Management

Proactively manage all financial matters:

• Oversee all business planning, liaising with the Head of Finance to ensure robust budgeting and forecasting processes, including cash flow management, and setting and monitoring of performance targets. Responsible for communicating financial performance to the Director, Board and Staff.
• Lead on the procurement strategy and ensure it is implemented across the organisation; Build effective financial awareness and knowledge across the organisation, and support the professional development of the Finance Assistant to enable and enhance the bookkeeping role.

Commercial Strategy

Lead on strategic planning to ensure that RWA’s resources are used efficiently and effectively to increase compatible commercial and income-generating opportunities and manage expenditure.

• Support the Visitor Services team towards delivering their objectives, including ensuring commercial activities meet targets, maximise profit and are imaginatively and entrepreneurially developed in a manner that is compatible with the RWA’s charitable role and remit.
• Lead on the management of the relationship between the RWA and its tenants, including Spicer & Cole (caf ) and SGS – South Gloucestershire and Stroud College (Art School).
• Oversee sensitive and sustainable development of events/venue hire activities and revenue, leading on the refinement, evaluation, promotion and management of this area of the business, including negotiating and issuing contracts and invoices; liaising with the Visitor Experience and Events Manager to ensure adequate staffing, and being the Licence holder for the RWA.

Governance & Charity Regulation

Undertake the role of Company Secretary for the RWA:

• Responsible for completing and submitting all applicable returns to Companies House and the Charities Commission, including mid-year changes as well as annual returns.
• Maintain an up-to-date understanding of the law and regulations and ensure that these are implemented and communicated within RWA – particularly regarding finances, fundraising and data protection.
• Facilitating the organisation and effectiveness of Board meetings and associated sub-committees and groups, including preparation of relevant papers and reports, and minute taking.

Team and Line Management

Work with the RWA Director to develop and maintain sustainable, motivated, high performing teams through effective performance management, wellbeing support and continuous development of individuals.

• Lead and manage the finance, facilities, visitor experience and event teams to optimise the customer-facing business management of the organisation in line with our charitable objectives and values.
• Instigate and lead an effective communications strategy for all FOH and events staff, including 0 hours and weekend staff, including scheduling regular meetings to ensure team cohesion and effectiveness.

HR

Develop lead and monitor the implementation of HR policies and processes that ensure compliance with employment law and contractual matters, working with external HR advisor if appropriate:

• Work with the Director and SMT to ensure appropriate staffing capacity and capability through effective management of staff and volunteer recruitment, induction, development and progression, pay review and reward.
• Provide oversight of appraisals, staff progression, training, development and achievement of individual KPI’s in line with the business plan and RWA objectives and values.
• Overseeing day-to-day management of the HR function for the organisation as a whole, including issuing contracts, instigating DBS checks, maintaining records of staff leave, sickness absence, overtime, etc.

Health, Safety and Facilities Management

Oversee the work of the Facilities Manager to ensure that:

• The H & S policy and Fire procedures are regularly reviewed and updated and changes communicated to all staff Processes are in place to ensure that all staff properly inducted and trained and aware of their responsibilities in respect of H&S, security, first aid, evacuation, working arrangements and fire.
• Appropriate cleaning and maintenance contracts are in place and are delivered against to ensure that the building is a clean, safe and welcoming environment for all visitors.
• Develop and implement systems to improve that management and review of organisational risk, ensuring that RWA’s risk register is regularly reviewed with the senior management team, and risks and mitigation measures communicated to the Board and its committees.

• Work with the Director to ensure compliance with all legislative and charitable frameworks appropriate to the RWA. Oversee the regular review and communication of the RWA’s disaster recovery plan.
• Ensure appropriate levels of insurance are in place.
• Ensure that relevant maintenance and service contracts are in place to ensure the safe and efficient provision of facilities within the building and compliance with insurance requirements.

Organisational Leadership

As a key member of the Senior Management Team, play a leadership role across the RWA, including attending key functions such as PVs and patron events and deputising for the Director if required.

Ensure that RWA’s organisational culture promotes high standards of governance, ethical practices, social responsibility, environmental responsibility, diversity and equality, and that it fosters wellbeing for all, including staff and stakeholders.

Promote a culture of cross-organisational working, to maximise operational benefits, ensuring knowledge is shared and objectives are understood.

Provide regular support and supervision to your direct reports, modelling excellent people-management practices, supporting them in the management of their own reports and ensuring that appropriate training is identified and provided.

Build and maintain relationships with appropriate representatives of key external bodies and funders, including Bristol City Council, as well as with the auditors, insurers, investment partners (currently Evelyn Partners) and relevant advisers.

Maintain an up-to-date understanding of the visual arts and museums sector including future risks, challenges and opportunities.