Operations Manager

Role: Operations Manager

Reports to: Senior Operations Manager

Location: Hybrid – min 3 days a week in the London Waterloo office, 2 days working from home

Salary: £40,000 - £50,000 (depending on experience) plus bonus and benefits

Contract Type: Full-Time, Permanent

We are seeking an Operations Manager to help manage the operational aspects of our public sector consultancy firm. This role will be based in London with an element of flexible working. Ideally full-time hours, however we are open to this being a 4-day/week role.

Reporting to the Senior Operations Manager, you will be responsible for key operational activities within the business and ensuring that the office is run effectively. You will also provide support to the company Directors when required.

Mutual Ventures is proud to be an equal opportunity employer. We want to build a welcoming and diverse workplace and we value true diversity of background, thought and experience in making our work the best it can be.

All qualified applicants will be considered for employment without regard to ethnic background, race, religion, sex, gender identity or expression, sexual orientation, neurodiversity, disability, age, or any other non-merit based or legally protected ground.

What we do

Operating nationally, Mutual Ventures is a socially focused consultancy with a big reputation. Our approach is based on our knowledge and commitment to public services and a ‘can do’ spirit which our clients (mostly central government, councils and the NHS) believe sets us apart from other consultancies.

We are passionate about better, more sustainable public services. Our approach is based on our knowledge and commitment to public services whether delivered within the public sector or independently. We work across all areas including children’s services, health and social care, culture services and more.

Our work includes supporting senior leaders and commissioners to develop overarching strategies for services and service transformation advice to design and implement the best systems and practice.

Responsibilities

Finance, operations, HR, IT and general office management:

• Oversee and manage our business management system (Salesforce based system called “Kimble”) - act as the system administrator, approve expenses and invoices, monitor timesheet completion, run reports and export data as required.
• Process monthly invoices and payments to make sure they are correct and on time.
• Be the lead contact with our outsourced finance provider (with the use of Xero) to ensure the smooth running of internal finances, including management of payroll and credit card payments, staff expenses, bank and P&L reconciliation.
• Maintain and monitor the operational budget through monthly financial reconciliation and work with outsourced finance provider to ensure accuracy of data.
• Provide the leadership team with a monthly report on all operations, cost, revenue, un-invoiced milestones and overdue invoices to support financial decisions and resource allocations.
• Support the outsourced finance provider with production of annual accounts, Companies House filing, purchase invoices, sales invoices, HMRC payments (VAT, Corporation Tax, PAYE etc) and finance administration.
• Support the Senior Operations Manager to implement finance process improvements.
• Provide administrative support to new joiners and leavers. This includes arranging office equipment for new starters and setting up new email accounts.
• First point of contact for any IT issues - if these cannot be resolved internally you will then arrange appointments with our external IT provider and manage the process.
• Ensure all staff laptops, mobile phones, o2 phone contracts are audited and up to date as per our IT policy. Maintain our asset register.
• Provide general administrative support where needed.

Office Management:

• Provide ad hoc support to our three Directors.
• Manage office correspondence e.g. liaise with clients and suppliers, respond to phone and email queries, pick up post, and order couriers.
• Maintain the office e.g. keep the office and cupboards tidy, order stationery and printer cartridges.
• Filing (hard and electronic documents) and maintaining all business insurance, subscriptions, and staff benefits.
• Organise internal meetings where necessary.
• Make business purchases when required.
• Assist with organising events e.g. away days, team meetings, birthdays, new starters’ welcome lunches/drinks, Christmas dinner and Christmas cards and arrange staff gifts.

About you

The ideal candidate will be a self-motivated, proactive individual who can demonstrate evidence of the following skills and personal qualities:

Essential:

• Previous experience in a similar Operations/Business Manager role including all areas of operations ie Finance, HR, IT, general office and Director support
• High level of diligence and consistency with financial transactions, ensuring all payments are timely, accurate and error-free and payment of sales invoices is pursued conscientiously
• Previous experience using accounting software
• Previous experience using business banking account to manage/make payments
• Good understanding of core financial statements and basic accounting terminology
• Resourceful, hard-working and a real safe pair of hands
• Strong oral and written communication skills
• Manage work efficiently in a fast-paced environment, troubleshoot and follow through on projects to completion.
• Possess strong attention to detail, while meeting strict deadlines
• Highly organised with excellent time management skills
• Good IT skills
• The capacity to prioritise tasks and work under pressure
• Ability to liaise well with others, both face to face and by phone/email etc.
• Ability to work on your own initiative, self-motivated
• Flexibility and adaptability to changing workloads
• A good problem-solver

Desirable:

• Previous experience using a Salesforce based platform.
• Previous experience using Xero

What do we offer?

• Annual discretionary bonus
• 27 days annual leave, plus bank holidays
• Pension scheme (8% employer contribution)
• Family Private Medical and Mental Health Insurance
• Flexibility of working hours
• Flexibility to work from home
• Employee Assistance Programme
• Life insurance 4x salary
• Income protection / long term sickness cover
• Enhanced family friendly policies
• Paid pro bono days (2 per year)
• Discounts with a variety of high street retailers
• Regular paid team socials, celebrations and away days
• Personal use of company iPhone

Deadline for applications 31 October.

This vacancy will close subject to the volume of applications received. All successful applicants will be contacted within 2 weeks of their application, and will be invited to inform us confidentially if you need any adjustments or accommodations to participate fully in our recruitment experience. Unfortunately, where there are high volumes of applications we will not be able to reply to unsuccessful candidates.