Operations Manager

Role: Operations Manager 

Employer - Scottish Liberal Democrats

The deadline is Monday 27^th Nov. 

Applications:  CV and covering letter emailed to hq@scotlibdems.org.uk 

Salary - £26k - £32k 

Permanent, full time contract. 

Location - Edinburgh and hybrid

Specific Tasks and Responsibilities

GENERAL

1. To provide day to day management and administration for the Party
2. ensuring the smooth running of Scottish Liberal Democrats HQ
3. management of the diary system and hot desk agreements
4. all statutory compliance (including but not limited to PPERA and GDPR)
5. act as the first point of contact for all enquiries
6. To provide general administrative and clerical support including:
7. General administrative tasks
8. Scheduling and taking notes at meetings.
9. Proof-reading reports, correspondence, and campaign literature
10. Assisting with preparation of agendas, reports and minutes for Party committees
11. Dealing with membership enquiries
12. Organising volunteers
13. Assisting in the administration of the Party's finances
14. Maintaining and updating databases
15. Assisting with maintaining hard copy and electronic filing systems and filing accurately
16. To assist in the administration of HR processes for office staff at Party HQ including payroll.
17. To maintain a strong working relationship with the Federal Party, including ensuring that all interparty agreements are managed effectively.
18. To encourage and motivate party volunteers and to make effective use of their time assisting with the operations at Party HQ.
19. To develop the management of the Party by continually contributing new ideas, questioning methods, suggesting alternatives and positively listening to other people’s ideas
20. To ensure that meetings of the Office Bearers, Conference Committee, Campaigns & Candidates Committee and the Membership and Finance Committee are organised.
21. Deal with day-to-day enquiries from the public and triage/ cascade these to the appropriate staff member or resolve as appropriate.
22. Manage Conference Content on our website as well as HQ email communications and communications grid.

CONFERENCE

1. To organise and manage two Party Conferences annually:
2. To develop and organise social events and commercial opportunities at Party conferences.
3. Manage and support the part time, temporary events member of staff as appropriate.

ELECTIONS

1. During election periods, to assist the Party in any way reasonably requested.
2. To manage the Party’s internal elections, including distributing the timeline, updating websites, creating and distributing ballots and carrying out any other tasks relative thereto.

FINANCES

1. With the support of the Party’s accountants, to administer the Party’s financial records, including the payroll.
2. To work alongside the Treasurer to manage the Party finances
3. Work with the Liberal Trust to ensure their finances are compliant.

BUILDING MANAGEMENT

1. Manage the Scottish Liberal Democrat property.
2. Liaise with the Liberal Club on development work, repairs and long-term planning re the maintenance of a fully functional office/ HQ
3. Oversee the Health and Safety plan for the property and staff using the premises in conjunction with the Liberal Club.

PERSONAL SPECIFICATION

ESSENTIAL

- Excellent attention to detail.

- Able to effectively manage competing demands.

- Excellent written and verbal communication skills

- Experience of managing stakeholders

- General administrative skills 3was

- Experience of managing an office.

- Experience of managing events/ conferences.

- Share the values of the Scottish Liberal Democrats

DESIRABLE

- Understanding of audit and financial processes

- Understanding of compliance matters

- Line management skills/experience

- Proof reading experience

- Experience of using databases, CRM’s etc.

- Experience of working with volunteers.

- Understanding of H&S processes and procedures.

Please fully read through the requirements of the job before applying and take a few minutes to complete our Equality and Diversity Monitoring Forms: digitallibdems.typeform.com/to/uvRCaZ2K then proceed with your application.

● A full CV of no more than two pages and including a telephone number and email address

● A covering letter (no more than one A4 page) setting out why you want the job and how your experience and skills are relevant to it

To be considered for this position, please submit your application to hq@scotlibdems.org.uk 

We will be reviewing applications as they come in and reserve the right to appoint prior to the closing date.

Please note: We will not be able to employ you if you are not eligible to work in the UK. We will not be able to obtain a work permit on your behalf.

Applicants are encouraged to inform us if any reasonable adjustments are needed to be made during any part of the recruitment process.

Please let us have details of your current salary and two referees including one from your current employer – if you would prefer us not to contact them until a later stage of the selection process, please let us know.

We will not notify applicants if their application has been unsuccessful at shortlisting stage.

The Party believes it is essential to foster equity, equality, diversion and inclusion within our workforce. We want our employees to thrive in an environment where everyone is welcome and supported to achieve their potential. It is important to celebrate what makes us unique and that you feel valued, appreciated and free to be who you are.