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CoolTan Arts believes mental well-being is enhanced by the power of creativity

Application Pack for

Operations Director

Closing date: 3rd September 2015Interviews: 8 / 10 / 11 September 2015

Job descriptionPerson specification

Application formEqual Opportunities monitoring form

We are proud to have as Patrons: Maggi Hambling, Ali Smith, Clare Allen, Arthur Smith and Rosemary ShragerCoolTan Arts, Third Floor, 224-236 Walworth Rd London SE17 1JE T: 0207 701 2696 M: 0798 565 8443

W: www.cooltanarts.org.uk E: [email protected]

CoolTan Arts Registered charity number 1064231 Company limited by guarantee registered in England and Wales reg. 3244552

mailto:[email protected]

http://www.cooltanarts.org.uk/


Dear Candidate

Thank you for your interest in working for CoolTan Arts. Please find attached an application pack containing a full job description and person specification, application form and monitoring form. Please make sure that your supporting statement responds directly to the criteria set out in the person specification and that you tell us how your skills and experience meet the requirements of the role by providing evidence and examples where appropriate.

The closing date for applications is and we hope to hold interviews week beginning Please note that late applications will not be accepted.

Completed applications and monitoring forms, along with a CV should be emailed to [email protected] or posted to CoolTan Arts, Third Floor, 224-236 Walworth Road, London SE17 1JE.

We look forward to hearing from you.

During your Interview you will asked to

1. Complete and IT TEST (30 minutes covering basic IT) 2. Do a 5 minute presentation on

‘ How CoolTan Arts fits into the government’s 5 year strategy (relating to the disability sector)








JOB DESCRIPTION

Job Title Operations Director

Location Third Floor, 224-236 Walworth Road, London SE17 1JE

Responsible to CEO

Responsibility for Running the centre on a day to day basis, deputising for CEO and the line management of the officers designated as Administration Officer, Community Involvement, Self Advocacy Manager, Volunteer Coordinator and Tutors. Overseeing the facilities management, HR, health and safety as well as ability to do financial planning and oversee project staff budgets- ability to write excellent reports and keep on target.

Salary £32,000 to £35,000Hours 37.5 per week

Overall purpose of the role: The day to day smooth operation of the centre, whilst supporting the CEO to achieve the strategic objectives and facilitating flux in a busy organisation. This role oversees the delivery of all operational aspects of the organisation, including staff management, HR, IT, safeguarding of the vulnerable adults, administration, business support, budgeting, security, meeting strategic axis of the business plan and health and safety standard.

The role has responsibility for a number of innovative services and oversees community advocacy, referrals for personal budgets, self advocacy, volunteering and arts-workshops and courses. This position will interact with all stakeholders including a diverse staff-team, volunteers and participants. The position will also engage with the Board of Directors.

Context of Work: CoolTan Arts is an award winning arts and mental health organisation that believes mental wellbeing is enhanced by the power of creativity. It has existed since 1991 and became a registered charity in 1997, set up by and for people with mental distress. The organisation has grown substantially and is keen to develop a new direction in terms of its service delivery and fundraising.

CoolTan Arts has an exciting opportunity for a talented Operations Director to join our friendly team and realise our growth potential.

The ideal person will have to be able to work with a diverse rang of people have integrity, be energetic, confident, self-reliant, have a sense of humour, be flexible, excellent managerial, organisational, time planning, budgeting, supervisory, motivation, IT, HR, H&S and business expertise skills.







Core to this post is an understanding of HR, workplace, policies and practices, well-being, health and safety in a mental health setting and first-rate business planning skills. You will have excellent verbal and written communication and computer skills in Word; Excel, Power Point, Outlook, database systems and network trouble shooting.

You will be forward-thinking and have experience of dealing with vulnerable people, particularly those with mental health issues. You will be emotionally resilient and have a sense of humour, fun and creativity.

The right person for this job will be someone who is dynamic, friendly, compassionate and wanting to make a change towards recovery and inclusion for mental health delivery. Along with a strong sense of social justice and an empathy with mental health issues, you must be able to prioritise and think strategically under pressure to meet deadlines in a busy environment.

The successful post-holder will enjoy varied and stimulating engagement with a diverse group of people and partner agencies and a close-knit team of committed staff and volunteers.

1) Key responsibilities: Responsible to the CEO

The day to day operations of the Centre To ensure that CoolTan Arts delivers the highest standard in line with our mission

statement and values.

2) Organisational Policies and Procedures

To use best practice to improve and implement organisational policies and procedures and quality assurance.

Ensure we operate in compliance with all legal requirements. To ensure H.R procedures are followed. To put in place a disciplinary matrix and roll it out to all staff To implement the new work place pension Work with peninsular to put in place out sourced HR procedures

3) Strategic Planning:

Agree objectives in line with business and brand objectives and values. Contribute to short and long-term organisational planning and strategy as a member of the

management team. Play a significant role in long-term planning, including an initiative geared toward

operational excellence. Monitoring, evaluation and reporting supervising the evaluation processes and putting

together the results. To support better management reporting, information flow and management, business

process, and organisational planning. Working funding bids and adding to organisational statistical data and budgets with other

staff on funding bids. With Accountant/Bookkeeper produce cash flows and organisational financial (fiscal)

projections.







4) Support and Business Function:

Manage and increase the effectiveness and efficiency of business support functions including office administration, IT and telephone systems and infrastructure, finance and Human Resources and coordinate communication between different functions.

Management of physical resources and equipment. Overseeing of organisational insurance policies.

5) Human Resources

Management of human resources and related policies. Oversee recruitment, including devising job descriptions and issuing contracts. Payroll management, tabulation of accrued employee benefits and monitoring staff.

attendance and leave from work. Management of budgets in coordination with the CEO. To ensure all staff work to CoolTan Arts’ ethos including diversity and equal opportunities.

6) Risk registers:

Keep an updated risk register of organisational activity. Ensure that all staff provides risk plans when necessary for projects.

7) Dimensions and limits of authority

Direct line management of some staff, tutors and volunteers. Deputises for the Chief Executive in their absence.

8) Financial responsibilities & Income generation

Implement systems for reviewing all operating costs to ensure that they are constantly in line with the focused revenue in conjunction with the Financial Control and reporting back on these areas.

Work with the CEO on long term income generation: To follow closely with the accountant to code and monitor income and expenditure,

variances and adjust plans as required through regular re-forecasting. Oversee the development of individual programme budgets and invoicing to funding

sources, including calculation of completed units of service. Attend regular meetings with the CEO around fiscal planning and support the development

of a long-term plan to achieve ambitious income targets. Changing our accounts and implement a new way of doing things

9) Customer care and participant (service-user) involvement Ensure that the participants’ voice leads in shaping the organisation and its services and in

developing and planning of the new services, ensuring that participants needs, views and feedback shape the service and inform your practice.

To ensure participants experience high quality arts activities and receive up to date and accurate information and advice.







To manage effective record keeping and ensure that information about participants are up to date and adhere to the data protection and confidentiality policies.

10) Corporate responsibilities

To be committed to the aims and values of the CoolTan Arts. To maintain good communication with colleagues, participants, volunteers and partner

agencies. Aid in the overall development and enhancement of CoolTan’s work. Display a personal belief in equal opportunities in relation to mental health. Attend and participate in internal and cross-organisation working groups for training and

exchange of information and best practice as appropriate. To work at all times to the organisation’s policies and procedures. To work continuously to develop participant models of working, ensuring that participants

needs, views and feedback shape the service and inform your practice.

Equal Opportunities Demonstrate a commitment to the implementation of equal opportunities policy. Promote equality of opportunity in all aspects of work. Display a personal belief in equal opportunities in relation to mental health.

Other responsibilities To take on additional responsibilities commensurate to the role as and when required. On some occasions where meetings or events take place in the evening or on a weekend,

time off in lieu (TOIL) will be given but must always be pre-agreed. To conform to CoolTan Art’s Health and Safety Policy and Equal Opportunities Policy and

apply these in all their work. To be committed to developing professional knowledge through continuing professional

development. Be able to work our core hours 10am -6pm

This job description is not exhaustive; it merely outlines the key tasks and responsibilities of the post. These key tasks and responsibilities are subject to change. Any changes will be made in consultation with the post holder. You will be expected in undertaking the above role to comply with any policies and procedures that CoolTan Arts may issue.

Funded by the National Lottery through the Big Lottery Fund

CoolTan Arts, Third Floor, 224-236 Walworth Rd London SE17 1JE T: 0207 701 2696 M: 0798 565 8443W: www.cooltanarts.org.uk E: [email protected] Arts Registered charity number 1064231 Company limited by guarantee registered in England and Wales reg. 3244552









PERSON SPECIFICATION FOR Operations Director










Essentialor

Desirable

Assessed byApplication Form (A),

Interview (I), Test (T)

Certificates(C)Qualifications/Knowledge

1. Qualification in supervisory management/ or be able to demonstrate experience over at least 5 years of:

E FIC

2. Experience / knowledge of social enterprise and business development of third sector

D A.I

3. Experience of income generation and business development

D A.I

4. Have proven ability in day to day operations E A.I5. Experience of raising money from charities,

government and foundationsE A. I

6. Advanced, Microsoft word, excel, outlook, power point, access, database

E A

7. Have a degree or equivalent, e.g. Social Care D C8. Qualification in mental health first E A I C 9. Qualification in health and safety E A I C

Experience10.Track record of income generation E A.I 11.Experience of networking and securing

contractsE A.I

12.Experience of contract negotiation and preparation of KPI’s

E A.I

13.Proven ability to write reports, in fundraising, and business plans

E A.I.T

14.Experience of producing financial outcome/income projections and financial planning

E A.I.T

15.Ability to interact with diverse people equally with excellent interpersonal skills in building relationships with staff, participants, volunteers, public, stake holders, tutors, funders/ donors, suppliers and officials any other bodies, and the General public

E A.I.T

16.Creative thinker and able to implement efficient systems and new ideas

E A.I.

17.Understanding and experience of the issues facing people from disadvantaged backgrounds

E A.I.

18. Ability to Work under pressure, stress & in a busy office

E A.I.

19.Experience of and commitment to working in a team

E A.I

20.Worked in the third sector with a charity board D A.ISkills and Abilities

21.Research and writing skills E A.I22.Project management skills. An excellent

communicator both verbal and written. Ability to make consistent decisions, maturity and strength of character

E A.I

23.Self motivated and able to see projects through by setting and achieving targets

E A.I

24.Previous experience of working, living, direct E A.I




CoolTan Arts Application form Application number

Please complete this form in black ink or black type. Please attach your curriculum vitae.

Post applied

for

Personal details

Surname Telephone/textphone/fax/mobile(Please indicate which)

Other names Home

Address Work(Discretion will be used if we need to contact you at work)

Email(Hom)

Email(Work)

Present or last post

Employer

Address

Position held







Current

Salary

Date started

Date left

Reason for leaving

Previous posts (most recent first)

Employer Main duties and responsibilities

Address

Position

held

Date started

Date left

Reason for leaving







Employer Main duties and responsibilities

Address

Position

held

Date started

Date left

Reason for leaving

Please list other previous posts (please continue on a separate sheet if necessary)

EmployerDatefrom

Dateto Job title







Please continue on a separate sheet if necessary

Education, qualifications and trainingPlease note: Where a specific qualification is an essential requirement in the person specification you will be required to produce original certificates if you are offered the post.

Qualification or course Place of study Dates







Personal statement please write no more than 2 A4 pages and you may use separate paper







References

Please give the name and addresses of two referees. One must be your current or most recent employer, or tutor if you are a student or school leaver. Please note references from personal friends or relatives are not acceptable.

Current or most recent employer

Name Name

Position Position

Organisation Organisation

Address Address

Telephone Telephone

Email Email

May we contact this referee if you are shortlisted? (Circle)

May we contact this referee if you are shortlisted? (Circle)

Yes No Yes No







Additional information

Do you have an unspent criminal conviction?

(If yes, please give brief details)

Yes No

Please note: If the post for which you have applied is exempt from the provisions of the Rehabilitation of Offenders Act, you will be required to complete a separate form.

Total number of days absent from work due to sickness in the last 12 months:

Reasons for any extensive sickness (10 days & over)

Are you required to have a work permit? Yes No

If ‘yes’, do you have one? Yes No

Are you connected to a business, which trades with CoolTan Arts? Yes No

If ‘yes’, please state relationship and business name

...................................................................................................................................................

...................................................................................................................................................

Are you related to, or partner of, a CoolTan Arts’ committee member or employee? Yes No

If ‘yes’, please state the name(s), relationship and if an employee, their job title

DeclarationI confirm that the details given in this form are correct and understand that any false declaration may result in disciplinary action being taken, which could result in my dismissal from post.







I hereby explicitly consent to CoolTan Arts holding my personal details within a manual or electronic filing system in relation to the Data Protection Act, 1998.

Signature Date







Equal Opportunities Monitoring Information

PLEASE NOTE: THIS WILL BE SEPARATED FROM YOUR APPLICATION FORM PRIOR TO SHORTLISTING

Confidential Please complete in black ink and returnwith your completed application form

In accordance with CoolTan Arts equal opportunities policy, CoolTan Arts will select new employees on job-related criteria only: that is, the ability to meet the criteria of the job as outlined in the person specification.

The questions below will help CoolTan Arts monitor the effectiveness of its equal opportunities policy and to address areas of under-representation. The information, which you supply on this form will be used for statistical purposes and will be detached from the application form prior to shortlisting. Please, therefore, complete all questions by ticking the appropriate response or entering the information requested.

Full name

Post applied for

How did you hear about this vacancy?

Advertisement in newspaperNewspaper (please specify)……………………………………………………….

Job centre Employment agency (please specify)……………………………….. Friend/relative/colleague Internal advert through the charity CoolTan Arts websiteX Other (please specify) Internet

Age Date of birth

Gender Female Male

Marital Status Married or in a Civil

Partnership







Please indicate how you prefer to describe your ethnic origin.

Note: These are categories recommended by the Equalities and Human Rights Commission

Bangladeshi

Black African

Black Caribbean

Black other (please specify)………………………………

Chinese

Indian

Irish

Pakistani

White

Other (please specify)………………………………

For employment purposes, a disabled person is defined as a person with a physical, sensory or mental impairment which has a substantial and long term adverse effect on his or her ability to carry out normal day-to-day activities.

For employment purposes, are you disabled? Yes No

Please state the nature of your disability






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