Job Description

Chief Operating Officer – Job Description

Reports to: Chief Executive Officer & Scientific Director.

Role Summary

The Chief Operating Officer (COO) is a new role for the Charities. The COO will become a key member of the Senior Management Team. The primary role of the successful candidate will be to ensure efficient running of the two charities, to manage major internal projects and to contribute to the overall strategic direction of the two charities.

Job Description

Business Operations/Charity Management

 

• Working with SMT colleagues and the CEO, help to develop the strategic plans for the charity and be collectively responsible for their successful delivery.
• Contribute to the setting of the charities’ annual budgets and to manage the budgets for their areas of responsibility.
•  Develop and manage systems to ensure that consulting work and other paid activities are managed efficiently, ensuring full-cost recovery for such services.
• Deputise for the CEO and/or Secretary during periods of absence.
• Attend board meetings and sub-committee meetings as appropriate.
•  Prepare verbal and written updates for the board on key activities in their areas of responsibility.
• In conjunction with the CEO & Secretary arrange board meeting venues and agendas, ensure that the board are provided with all necessary papers for meeting..
• Manage contracts and tenders to ensure that major projects are awarded in a fair and transparent way to the bidder who offers the best combination of value for money and ability to achieve the desired outcome.
• Monitor ongoing contracts to ensure they are delivered on time and on budget.
•  Maintain an understanding of the financial procedures and controls of both charities such that they can deputise for the Secretary in their absence.
•  Ensure the charities meet their obligations to comply with laws and regulations (including health & safety, data protection, HR etc.).
• Provide regular reports to the SMT and Board on compliance.
• Manage the Charities’ risk register ensuring that risks are well understood, and minimised. Report on risk management to the Board.
•  Act as a line manager for junior staff as appropriate.

Human Resources

• Manage HR including liaison with our external HR consultants.
• Keep abreast of developments in HR in general, and the charity sector in particular through external awareness.
• Review, and where appropriate update, internal procedures and processes to ensure efficient running of the charities.
• Review, update and maintain the staff handbook and other relevant staff policy documents.
• Manage the recruitment process for new staff and onboarding of all newly appointed staff.
• Ensure that the charities maintain an inclusive workplace and that recruitment of staff is fair and equitable.
• Report to the board on HR issues.
• Monitor overall employee performance metrics including sickness and absence etc..
• Regularly review and develop the organisations’ supervision, appraisal, and personal development processes. Ensure that line managers have access to, and training in, people management.
• Manage the operation of the disciplinary and grievance process.
• Manage the organisation’s training budget ensuring that employees receive appropriate training.

 

Estate Management

•  Manage the charities’ office provision.
• Take the lead on an upcoming office relocation including sale of our current property and relocation to new office space.
•  Manage the charities’ virtual office infrastructure including our digital systems.

 

IT

•  Liaise with our external IT consultants to ensure efficient running of IT systems.
•  Ensure that all staff have appropriate IT and telecommunications equipment and software.
• Conduct an annual review of IT equipment and software provision.
• Ensure that all workstations including those used by homeworkers are adequate and comply with H&S regulations.
• Ensure that appropriate IT security provision is in place for all systems.
•  Manage the ongoing digital transformation of the charities including implementation of new systems.

Skills/Competencies/Qualifications

Essential.

•  Experience of management of an NGO/charity or similar organisation at a senior level.
• Experience of line management of staff including effective performance management.
• Experience of policy review and development, in particular HR, governance, risk and finance policy.
•  A high level of digital literacy (including expertise with Microsoft Office 365, SharePoint, OneDrive etc.).
• Working knowledge of charity finance (SORP), budget setting, accounting/book-keeping and reporting.
• Understanding of UK charity governance and reporting requirements (ideally including experience with charities registered in both England and Scotland).
• Demonstrable project management skills (ideally with experience of project management tools such as Clickup, Asana, Microsoft Tasks/Project etc.).
• Familiarity with charity CRM systems, ideally Beacon.
• Excellent relationship skills, with the ability to confidently communicate with a range of individuals from different backgrounds.
• Strong organisational skills with the ability to manage several different projects and activities in parallel.
• Enthusiasm and temperament to work in a small but ambitious team.
• Ability and willingness to promote the Charities including at events both locally and internationally.
• Strong written and oral communication skills, including confidence in preparing presentations using PowerPoint.
•  Experience of online HR systems (ideally Breathe HR) and utilising these to improve the effectiveness and efficiency of HR functions.
• A good understanding of data protection regulations including GDPR.The legal right to live and work in the UK.

Desirable.

• HR expertise including an understanding of UK employment law and best practice.
• Evidence of CPD/training in charity management, HR, finance etc.
• An interest in animal welfare and a willingness to learn about and help promote animal welfare science.
• Experience of working for an animal-welfare, animal-based or science-based cause.
• A detailed understanding of budget setting and monitoring.
• Familiarity with accounting software (ideally Sage and/or Xero)
• Experience of strategy development and implementation.
• Experience of event organisation and management (the charities frequently organise conferences, symposia and other events).

Personal Qualities

The candidate must be comfortable with the charities’ approach to animal welfare which includes co-operation with the livestock and slaughter industry, as well as laboratory animal researchers. Whilst both charities promote the highest standards of animal welfare, they do not oppose the use of animals by humans for research or food.

The ideal candidate will enjoy working as part of a small team, but also be confident to take the lead and work unsupervised when necessary. Since many people in the organisation work remotely, they should be comfortable communicating with colleagues using online tools.

Eligibility

Because the charities are based in the UK you must be legally entitled to work and reside in the UK. The successful candidate will be expected to reside in the UK whilst employed by the charities.

We envisage this role as a full-time one but are willing to consider other working patterns for the right candidate.

Please note, that if you wish to work from home, we require a reliable internet connection with a minimum 10Mb/s broadband.

Application Instructions

Please submit your CV and a cover letter detailing how you meet the person specification and why you want to work with us. Please also provide the names of two referees we can contact if you are shortlisted alongside current remuneration details.