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Operations Manager

We’re looking for

Settle Stories mission is to change lives through story. We are a thriving arts charity in the idyllic Yorkshire Dales market town of Settle, and are looking to recruit an energetic Operations Manager.

If you are seeking an opportunity to push your boundaries, develop your skills, and want to make a real difference through your work, then this role is for you.

Settle Stories is committed to diversity in all of our work. We aspire to work in a way that embodies our values of inclusivity, curiosity, mindfulness and creativity. We do everything we can to support those who work with us to be the best they can be.

This is an important role responsible for the operational stability of the organisation in partnership with the CEO. The Operations & Finance Manager has overall accountability for operations of the organisation.

This includes: governance arrangements, compliance, personnel and project management. This is ideally a full-time post. You will enjoy hybrid working and be expected to work in Settle two to three days a week. We will consider a candidate who wants to work four days a week. The salary would then be pro-rata.

Key responsibility areas:
  1. Governance and compliance
  2. Building Management
  3. Digital Management
  4. HR and Line Management
  5. Project Management and Event Management
  6. Finance and Funding Management

If you are seeking an opportunity to push your boundaries, develop your skills, and want to make a real difference through your work, then this role is for you. You may have worked as a stage manager, technical manager or project manager in the arts or cultural industries. You will have excellent verbal and written communication skills. You will thrive in a busy organisation, with the ability to manage multiple priorities and an attention to detail.

Settle Stories is committed to diversity in all of our work. We aspire to work in a way that embodies our values of inclusivity, curiosity, mindfulness and creativity. We do everything we can to support those who work with us to be the best thñey can be. We especially welcome and encourage applications from those in traditionally under-represented groups including people with disabilities, people from the Global Majority, those who identify as coming from a working class background and LGBTQI+ individuals.

Location: hybrid working. Ideally within an hour and a half of Settle. Minimum 2-3 days a week in Settle

Salary: £30,000 + pension (1 FTE)

Probation period: 6 months

Notice period: 1 week notice during probation and 1 month after.

Pension: NEST workplace pension (at 5% combined employer and employee i.e. statutory minimum).

Holidays: 20 days + Bank Holidays

Some evenings and weekends will be required.

Must be available from 1-10 November inclusive to work on Yorkshire Festival of Story. 

Closing Date 15th March 2024 12 noon

HOW TO APPLY

Applications are in the form of a written statement (less than 2 pages) which should

  • Outline what attracts you to working with Settle Stories
  • Outline how you meet the criteria in the person specification.

In addition, please also attach

  • a CV
  • the name of two work referees, at least one of which should be someone with whom you have worked in the last year on a salaried or freelance capacity

Please send your application to jobs@settlestories.org.uk

Job Description

Governance and Compliance

  1. Act as company secretary.
  2. Ensure compliance in our operations including GDPR &  Health and Safety
  3. Create a data management plan and ensure all records are kept in line with legal and tax requirements
  4. Maintain the asset list and inventories for The Joinery and store
  5. Review and maintain the Risk Register
  6. Ensure effective policies are in place, reviewed and implemented to promote best practice and compliance.
  7. Recruit volunteers as required and steward relationships with volunteers

Building Management

  1. Ensure all company assets are properly maintained and store plans created and maintained
  2. Ensure that the Building Lease is up to date and The Joinery is properly maintained 
  3. Maintain relationships with all suppliers including utilities, cleaner, landlord, insurance, telecoms etc. 
  4. Manage all stores and equipment. create and manage asset list 
  5. Manage and update Exhibitions in the Listening Gallery 
  6. Manage all hires of The Joinery, Studio and all equipment

Digital Management

  1. Manage and maintain all digital equipment
  2. Develop and maintain Data Management Plan
  3. Set up digital events including Streamyard
  4. Assess all digital tools create a digital plan
  5. Ensure all company databases are kept in order and up to date

Line Management and HR

  1. Line manage Bookkeeper
  2. Line manage PR and Marketing Manager
  3. Recruit and manage Freelancers and Volunteers
  4. Take responsibility for all HR issues related to employed and freelance staff, volunteers and contractors
  5. Prepare and issue all contracts, checking terms and conditions of service, disciplinary and grievance procedures

Project and Event Management

  1. Create Event Management Plan for Yorkshire Festival of Story
  2. Event Management of YFOS
  3. Set up The Joinery for events including filming and hybrid events. 
  4. Create Project plans for other activities and programmes
  5. Be the first point of contact for Storyversity, answering queries and ensuring that subscribers receive resources etc.

Finance and Funding management

  1. Act as signatory to bank account and authorise payments
  2. Ensure that funding databases are kept up to date including researching funders and are in line with GDPR requirements.
  3. Write reports for funders including gathering all evaluation data
  4. Attend and support the Finance and Remuneration Committees 
  5. Support the CEO in creating budgets and cash-flows as required

This list of responsibilities is not exhaustive and the Operations Manager may be required to perform duties outside of this as operationally required.

Person Specification

Essential

  • At least three years’ experience in arts or charity management or equivalent.
  • Excellent IT and/or digital skills. Familiar with the following programmes or willing and have an aptitude to learn — Google Workspace, Zapier. Monday.com, Last Pass, Docusign, Copper – CRM, LearnWorlds, Typeform and Google Forms, Xero, Stripe, PayPal, GoCardless, Streamyard, Audacity, Canva
  • Experience of having overall operational responsibility for an organisation or significant projects.
  • An exceptionally organised and effective project manager with exceptional time management
  • The ability to work with  a wide range of personnel and stakeholders including volunteers as well as to use your own initiative
  • Excellent written and verbal communication skills
  • Ability to write concise and clear reports
  • A commitment to inclusion and diversity.
  • Proven ability to plan work effectively, problem solving abilities and able to deliver on tight deadlines and manage competing demands;
  • High levels of attention to detail and accuracy.

Desirable

  • Experience of working with a Board of voluntary trustees.
  • An understanding of Charity Finance
  • Stage Management Experience
  • Knowledge of sound and lighting for a small studio
  • Up to date knowledge of the legal frameworks that apply to managing people.
  • An understanding of the statutory requirements of running a charity.
  • An understanding of the external environment in which arts organisations operate.
  • Interest in the Arts and Storytelling

Applications are shortlisted on a rolling basis and we reserve the right to interview and appoint before any advertised closing date. We therefore encourage you to apply at the earliest opportunity to avoid disappointment.