Operations Manager

Southwark Law Centre

Southwark Law Centre is a charity offering free specialist legal advice and representation to individuals in Southwark and beyond.

Southwark Law Centre

Job Description

Job Title: Operations Manager (Role availabel for immediate Start)

Reports to: Executive Director

Salary: NJC Scale SP SP27-31 £41,580 – £44,480 (starting salary dependent on experience)

Hours: Full-Time 35 hours per week – (three days per week in office)

Main Objectives

To oversee the smooth running of the Law Centre

To ensure we have the right systems in place to support staff to work efficiently.

To identify opportunities to use tech to support our mission.

To lead on data, supporting us to tell our clients stories and to demonstrate the transformative nature of our work.

Key Responsibilities

1. IT Coordination

• Oversee the Law Centre s IT systems to ensure they are secure, efficient, and meet the organisation’s needs.
• Manage and develop the Law Centre’s case management system to ensure it supports the effective delivery of services and reporting requirements.
• Liaise with external IT providers to coordinate maintenance, updates, and troubleshooting.
• Identify and implement opportunities for digital transformation and improved operational efficiency.
• Complete the annual Cyber Essentials return, ensuring that the organisation maintains the highest level of data security.
• Ensure the Law Centre makes use of the most appropriate and cost effective equipment, systems and software.
• Providing basic training to staff on systems and tools
• Maintain the asset register.
• Maintain the organisation s IT plan and update it annually

2. Systems

Lead on our paperless working processes

Ensure that our Sharepoint site is set up logically and with the correct permissions in place.

Develop our Sharepoint site in order that it functions as an intranet for sharing information internally.

Negotiate and manage our contracts with printing providers

Maintain regular reviews of the systems we re using, assessing whether they are fit for purpose or not and whether there are alternative products which represent better value for money.

Manage the organisation s telephony.

3. Data and Reporting

• Maintain a clear overview of the data collected by the organisation.
• Prepare reports from the case management system and other data collection tools to feed into reports and funding bids.
• Develop new reports to feed into our billing and accountancy as well as various audits.
• Review and analyse the organisation s data to understand trends and to assist with service development.
• Play an integral role in using data to communicate the impact of the organisation.
• Lead on setting up new projects, ensuring that we are collecting the right data at the right time
• Ensure that our systems support effective and efficient data collection and staff are trained in effective data collection.

4. Data Protection

Overall responsibility for the data protection obligations of the organisation.

Keeping abreast of changes and updates to Data Protection legislation.

Delivering regular training to staff on Data Protection.

5. Finance and Billing

Support the finance manager and practice manager by ensuring all systems are optimised for efficiency.

Liaising with our payroll provider, responsible for running monthly payroll accurately, including keeping track of new starters and leavers.

Support casework staff with training and technical solutions to allow them to bill files efficiently.

When needed, to work with the finance manager and practice manager to coordinate regular payment runs.

Attendance at regular meetings of the Finance Sub-Committee.

6. Support to Executive Director

• Member of the senior management team, contributing to strategic planning and organisational development.
• Provide operational insights and recommendations to enhance the Law Centre s performance and service delivery.
• Coordinate and chair regular meetings of the IT Working Group
• Report regularly to the Trustees on operational issues

7. Regulatory Compliance

• Ensure compliance with all relevant legal and regulatory requirements, including health and safety and data protection (GDPR).
• Participate in and ensure the smooth running of the annual Lexcel audit as well as other regular audits.

8. Professional Development

• To attend regular support and supervision and appraisal meetings.
• To keep up-to-date and to meet identified learning and development needs as appropriate.

9. Teamwork and Service Development

• To attend and contribute to staff meetings

• To attend and actively participate in other meetings as required, and to take an active role in the planning and development of the Law Centre.
• To network and liaise with external agencies as agreed.

10. General

• To uphold and promote the Aims and Principles of the Law Centre
• To be available to work outside normal office hours on occasion as required and notified in advance.
• To undertake any other duties that are compatible with the functions of the post.

Person Specification

Essential

• Excellent IT skills with extensive experience working with Excel and other Microsoft Office products as well as database products.
• A minimum of two years experience in a similar role, or relevant transferrable skills.
• Ability to develop, maintain and report on data and compliance records, including the ability to impart information in an understandable way.
• Excellent verbal and written communication skills
• Highly organised with the ability to set priorities, meet goals and evaluate processes and results.
• Confident, self reliant, capable of taking the initiative and working autonomously.
• Good attention to detail.
• Exceptional problem-solving skills.

Desirable

• Experience managing and developing case management systems or similar software.
• Demonstrated ability to manage budgets and supplier relationships effectively.
• Experience in supporting legal or advice services organisations.
• Knowledge of the operational challenges facing community-based organisations.