Operations Manager (Office Manager)
hace 12 días
Hove
About Connexus Connexus Institute is a specialist training organisation offering professional development in transactional analysis (TA) Counselling and Psychotherapy. Our accredited programmes, which range from introductory workshops to clinical training, support those seeking to qualify as therapists, develop themselves as practitioners, or individuals looking to integrate psychological insights into their professional and personal lives. Connexus is based in Brighton and Hove. We are a close-knit community, built on the values of professionalism, warmth and Adult-to-Adult communication. We are at an exciting moment in our development. One of our long-standing team members is moving on and we are looking for an Operations Manager to bring order, energy and proactivity to the running of the Institute, who will relish being part of the Connexus community. The Role This is a broad, hands-on role that sits at the heart of the Institute’s day-to-day operations. You will be the person who keeps things moving, ensures students are supported, facilities are well managed, systems are up to date, and the Directors can focus on the academic and strategic work they do best. We’re looking for someone who is highly organised, very proactive, and comfortable working with a degree of autonomy. You will triage the majority of operational issues before they reach the Directors, and you will be solutions-focused in how you do it. At the same time, this is a front-facing role: you will be the first point of contact for many of our students and applicants, and we want every interaction with Connexus to feel welcoming and professional. The role is 0.7 FTE, worked across five days, which means you will have a regular presence throughout the week in the Connexus office. Some occasional Saturday morning cover is part of the role (with time given back in lieu during the week when Saturday morning cover is necessary). Key Responsibilities Student and Academic Administration • Managing enquiries and applications across all three Connexus programme strands: Core TA training, Diploma in Supervision, and CPD courses, • Maintaining student records, class lists, mailing lists and group numbers, • Completing UKATA and professional body registrations and ensuring records remain compliant, • Sending pre-course and joining information to students and course attendees in a timely manner, • Sending pre & post-course information, including joining information, evaluations and certificates to students and course attendees in a timely manner, • Supporting Connexus tutors with administration, printing and tutorial form processing, • Keeping the Student Handbook and academic records up to date Operations and Facilities • Taking day-to-day responsibility for the building: utilities, fire safety, maintenance, and liaising with contractors, • Managing room hire for the therapists who use the building, including keys, bookings and lock-up procedures, • Booking external spaces for larger training groups when needed, • Coordinating the outsourced cleaning and IT providers, • Overseeing supplier and contractor relationships Finance Administration • Supporting invoicing and payment processes using FreeAgent and Stripe, • Administering credit card payments and assisting with basic financial record-keeping, • Chasing outstanding payments where required Communications and Community • Acting as the first point of contact for telephone, email and in-person enquiries, providing a welcoming and knowledgeable response, • Maintaining and updating the institute website (which is built in TYPO3), • Managing the SharePoint/OneDrive document hub and ensuring files are kept current, • Liaising with our external Marketer on course listings and communications, • Being an active and visible presence in the Connexus community Company Administration • Managing and overseeing the Library and Placements Coordinator., • Coordinating annual leave for the Library and Placements Coordinator and the weekend staff to ensure adequate cover, and ensuring that your own annual leave and that of the Library and Placements Coordinator do not overlap., • Preparing and managing student offer letters and contracts using BoldSign, • Managing and coordinating the weekend staff rota and sourcing cover when needed, • Supporting the Directors with ad hoc administration Governance and Meetings • Preparing agendas and taking minutes at monthly management meetings, • Supporting the annual external examiners’ meeting, including document preparation and note-taking About You Essential • Highly organised, with strong attention to detail., • Proactive and self-sufficient: you take initiative, solve problems independently and bring solutions to challenges., • Excellent written and verbal communication skills, with a professional and warm manner, • Confident and personable in a front-facing role, comfortable with students, external contacts and visiting tutors, • Experienced in operations, office management or administration at a similar level, • Proficient in Microsoft 365, including SharePoint and Outlook, • Flexible approach to working hours, including occasional Saturday morning availability, • Based locally to our premises, with the ability to be on-site each day Desirable • PA or executive assistant experience, particularly supporting senior leaders, • Experience with finance administration systems (e.g., FreeAgent or similar), • Familiarity with TYPO3, Boldsign and Canva (or similar softwares), • Experience updating websites or working with CRM tools, • An interest in or familiarity with transactional analysis, psychotherapy or the therapy sector (if a candidate wanted to complete Connexus’ Core Training then the Institute would provide a discount on the course fees). Terms and Benefits Salary: £30,000: per annum FTE (pro rata to working hours) Hours: 0.7 across 5 days per week Holiday Allowance: 25 days per annum, pro rata to working hours Location: Connexus, Brighton and Hove Benefits: Attendance at a 2-day TA 101 course at the institute, Discounted access to Connexus Institute training courses
