Job – Operations Manager
Who we are:
Arc is a leading arts and mental health organisation based in Stockport (North West UK), which explores the relationships between creativity, culture and wellbeing. We provide opportunities for people to explore their creativity, connect with each other and learn new skills.
Arc has a 25-year track record of producing transformational arts projects which engage and include marginalised groups, promote wellbeing and recovery from mental ill-health, and reach thousands of audiences across the North West.
What we do:
- We help vulnerable adults & young people on a creative journey through recovery to good mental health, wellbeing and independence.
- We offer health partners and commissioners an effective, specialist service which uses the arts to support recovery from mental ill health.
- We offer communities the opportunity to experience, design and co-produce inspirational arts events.
- We offer artists training, space, opportunities and resources to develop their practice in socially engaged settings.
- We offer members of the public with a creative interest the opportunity to learn new creative skills.
- We offer other organisations the opportunity to collaborate with us, and thus reach vulnerable groups whom they otherwise would not be able to engage.
Our mission is to offer high quality creative experiences, skills and opportunities which promote individual and communal wellbeing, reaching the most vulnerable within communities, recognising the value of creativity to self-worth, resilience and confidence.
Connectivity – The arts have an amazing ability to bring people together, enabling us to find strength in ourselves and each other. By connecting through creativity to people and place, we support each other, and develop a genuine sense of belonging. This has a profound impact on our mental health.
Creativity – Creativity can transform lives – we can be inspired to flourish, to express ourselves, to be more confident and articulate. To take control of our future and to celebrate our journey.
A Voice for Mental Health – There is huge power in being given the space to tell your story and to listen to others’. Exploring and sharing narratives help us make sense of our experiences and our world, reinforcing that we are not alone.
Accessibility – Creative projects need to be open, welcoming, easily accessed and responsive to the needs and interests of participants, but also ambitious, striving for the highest artistic outcomes / values.
Effective & efficient resourcing – We can always seek to improve our model, increase our impact and focus the use of our valuable human and financial resources.
- We worked with 195 adults experiencing serious mental ill health as part of our Arts for Wellbeing programmes.
- We worked with 202 vulnerable children and young people in Arc and in partner organisations.
- We supported over 140 adult inpatients in Stepping Hill hospital.
- 64 people volunteered over the year (many having progressed through our programmes, taking on additional responsibility and building skills for independence).
- Well over 5,000 people from across Stockport and Greater Manchester took part in an Arc led activity, including our public programmes which give people a chance to explore the role of creativity in coping with anxiety and stress and improving mental health.
In late 2019 Arc relocated to Hat Works, an iconic building in Stockport town centre, which also houses the Hat Museum. The Arc Centre at Hat Works includes a large art studio, a ceramics studio, offices and a gallery space with a refreshment offer.
Arc now works from this high quality venue, in a central location which over the next 5 years will be transformed by the creation of a multi-million pound transport hub, town-park, and residential neighbourhood. We have also begun to extend our offer into new areas of Greater Manchester (primarily Oldham and Tameside) in response to demand, and have secured funding towards this work as part of the Greater Manchester Culture Portfolio, in recognition of our regional specialist/leadership role.
We are seeking a highly organised Operations Manager, to realise the potential of our town centre venue and to oversee the day to day running of our operations. This brand-new role will be responsible for running our operations at The Hat Works and creating a welcoming and safe space for both visitors and staff. The ideal candidate will have significant experience of operations/project management, preferably in a community-based setting. We are looking for someone who can contribute enthusiasm, a ‘can do’ attitude and fresh ideas to the continued development of exceptional service delivery in alignment with our organisational values.
Operations Manager Role Description and Person Specification
|Job Title||Operations Manager|
|Hours & pattern of work||37.5 hours, full time. Core hours are to be worked 9am to 5pm during the week and some evenings and weekend working will be needed. The post holder will be required to work a minimum of 1 Saturday per month.Two years fixed term, with possibility of extension subject to funding. TOIL may be taken by arrangement with line manager|
|Salary||Starting salary in the range of £23,044 – 25,615. (Arc scale point 17 to 24).|
|Responsible to||Lead Officer (Artistic Director, line manager), Personnel, Policies and Quality (P, P&Q) sub-committee|
|Responsible for||Line management of Volunteer and Engagement Coordinator. Task management of a staff team made up of freelancers, volunteers and students – including, front of house admin & cafe volunteers, freelance Marketing Officer.|
|Location||Arc Centre, Hat Works, Wellington Mill, Wellington Road South, Stockport, SK3 0EU.|
|Budgets managed||None but will be expected to follow financial procedures in place.|
|Holiday||25 days + Bank Holidays pro rata, (3 days of allocation to be taken between Christmas and New Year).|
|Benefits||NEST Pension – Arc contributes up to 5% salary, matched by employee.|
|Probation Period||3 months.|
|Job purpose||Responsible for day-to-day operations and the smooth running of both Front of House and Administrative areas and supporting the Lead Officer and Board of Directors in managing personnel, administration and compliance systems.|
- Manage and oversee day to day operations in accordance with Arc’s policies and procedures and as directed by your line manager.
- Support the organisation and staff teams with the management of administrative areas, operational delivery of projects and event management on and offsite.
- Work closely with the Lead Officer,implementing and managing compliant and systematic personnel and employment practices.
- Ensure the organisation and Arc centre spaces are presented in a welcoming, appropriate and professional way to visitors, participants and others.
- Ensure awareness of and adherence to all legal requirements relating to health and safety and building regulations.
- Identify new opportunities and deliver targets relevant to this post, within the framework of Arc’s operational and strategic plans.
- Be a member of the Personnel, Policies and Quality sub-committee and Leadership Team.
Venue & Event Management
- Take a lead in all aspects of running the café, including administration systems for the retail and refreshment offer at the Arc Centre, including till cash reconciliation and stock reordering.
- Work with the Volunteer and Engagement Coordinator to ensure adequate cover for front of house, office, café, and events, creating and distributing rotas.
- Act as duty manager and key holder.
- Ensure that all spaces are safe and well-presented,and exhibitions and installations maintained.
- Supervise volunteers for Front of House, Office and the café, organising and delivering in house training and creating and distributing rotas.
- Provide regular briefings and training for Front of House volunteers to enable them to act as ambassadors speaking confidently about the centre and our activities.
- Supervise volunteers in Front of House and cafe roles, organising any in-house or on-line training as
- Support Front of House volunteers so that they can welcome visitors and answers basic queries from the public.
- Liaise with artists and sellers for events, contributing to the set-up, planning, budgeting, and marketing of exhibitions,events and activities throughout the year, and occasionally off site and during evenings and weekends.
- Work with the Lead Officer and Marketing Officer to develop the Public Programme at the Arc Centre, including contracting artists and listing workshops on Eventbrite.
- Work with Lead Officer and Volunteer and Engagement Coordinator to ensure the Public Programme is staffed and supported.
Health and Safety
- Take a lead on all Health and Safety matters, reporting to the Lead Officer.
- Take a lead in ensuring a Covid safe venue through compliance with Arc risk assessments and policies.
- Liaise with Hat Works Museum / SMBC staff for fire safety and other building-based health and safety issues.
- Evaluate hazards and undertake risk assessments for the venue, volunteers, visitors, staff and events.
- Induct new volunteers and staff in health and safety, food hygiene and fire procedures.
- Ensure compliance with food hygiene standards.
- Act as a First Aider and Fire Marshall when on duty and ensure a rota for cover when not on duty.
Systems and operations
- Work with the Lead Officer to implement and manage compliant and systematic personnel and employment practices.
- Support the organisation and staff teams with the management of administrative areas and systems, including operations across the delivery programme on and offsite, and ordering of resources and office supplies.
- Take and circulate minutes and actions from meetings, following up in-between meetings.
- Ensure work practices comply with GDPR, the organisation’s insurance cover and relevant policy and support the ongoing development of policy and procedures.
- Keep the shared team calendar up to date, liaising with staff and volunteers.
- Provide leadership and line manage the Volunteer and Engagement Coordinator and contract manage relevant freelance contractors, including the Marketing Officer.
- Keep up to date with all relevant legislation ensuring that the organisation complies with its statutory obligations.
- Keep up to date with best practice and make recommendations to the Leadership Team,P, P&Q sub-committee and Board of Directors, as relevant.
- Support the Lead Officer in the monitoring, reporting and evaluation of all areas of the organisation, including service delivery working with the Creative Programme Manager for this area.
- Have a general overview of Arc’s digital estate and knowledge of all appropriate supporting agencies.
Finance & Administration
- Ensure rigorous cashing up processes are followed, training and monitoring others, as necessary.
- Support all financial office functions, including working with the Finance Manager to ensure systems are in place for petty cash and keeping track of those payments, updating Quick Books with petty cash.
- Work with the Finance Manager and Lead Officer on managing supplier and utility contracts, check for renewal dates and search competitive rates across suppliers when up for renewal.
- Support the Lead Officer in the administration of HR systems.
General duties and responsibilities
- To be a designated key holder, responsible for opening and locking the premises when required.
- To accept regular supervision from your line manager and participate in an annual appraisal.
- Enthusiasm and commitment to supporting Arc’s policies and the principles of advancing equality and inclusion.
- Be committed to Arc’s Environmental Policy,actively seeking ways to minimise environmental impacts and waste.
- Attend relevant training and CPD learning.
- Adhere to Arc’s policies and procedures at all times.
- To undertake other reasonable duties.
If you have any questions about the role please contact email@example.com
Specification – Experience, Skills and Knowledge
|Experience in a similar role, venue manager, operations, administration, or events will be especially useful.||Essential|
|Some previous experience of finance reporting, familiarity with budgeting and good numeracy.||Essential|
|Experience of customer service, ie. retail, arts, hospitality etc.||Essential|
|Knowledge of fire and security procedures, health and safety legislation, Risk Assessments and COSHH (including current government restrictions and requirements eg. Covid-19)||Essential|
|A commitment to equality, diversity and inclusion||Essential|
|Able to multi-task, prioritise, plan and meet deadlines||Essential|
|Ability to work independently and as part of a wider team, exemplifying mutual respect in working with others||Essential|
|Excellent interpersonal and communication skills both in person and in writing, including using social media.||Essential|
|A practical and creative approach to problem solving||Essential|
|Good attention to detail, ability to proof read and give constructive feedback||Desirable|
|Experience of leadership and managing a team||Desirable|
|Experience of working with and managing volunteers||Desirable|
|Good level of competency in IT – Word, Excel or previous experience of Office 365||Desirable|
|Experience of implementing and maintaining systems and training others in procedures and policy||Desirable|
Please send a letter of no more that 2 sides of A4 in Word format, explaining what attracts you to this position, and evidence of your ability to meet the job description and person specification.
In addition, with your letter of application, please supply:
- Your CV (no more than 2 sides of A4)
- Names and contact details for 2 professional / employment referees
- A completed equality and diversity monitoring form:
(Download a PDF version here) (Download a Word version here)
Please submit your application to: firstname.lastname@example.org
Deadline for applications: 6pm Sunday 21 March 2021
Interviews will take place during the week of 29 March 2021.
Due to the volume of applications we receive for jobs at Arc, we will not be able to inform you if you have not been shortlisted for this role.
Arc is an equal opportunities employer. We welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.