Chief Operating Officer (COO)

Job description

Job responsibilities

Role Summary

The post holder is a key member of the Senior Leadership & Management Teams taking the lead role in all aspects of the day to day operational running of the Hospice including:

• HR
• Facilities
• IT systems
• Information Governance
• Budget setting and management
• Health and Safety
• Company Secretary
• Data Protection Officer
• Deputise for the CEO in their absence within limits of authority

The post-holder will work closely with the CEO and Board but will be able to work independently and take appropriate action based on established protocols.

In collaboration with other members of the management team, the post holder will contribute to the strategic development of the Hospice and work to ensure objectives are achieved.

Strategic Responsibilities

• Take lead on all issues relating to HR, Facilities, Health & Safety and Information Governance.
• Lead on specific projects as agreed with CEO.
• Work with CEO to develop Hospice strategy.
• Work with Heads of Services to maintain and develop Hospice services.

Main Operational Duties & Responsibilities

Human Resources

• Ensure a standard set of HR templates, contracts and procedures are updated and utilised across the Hospice.
• Be the initial point of contact for HR issues within the Hospice.
• Maintain the Staff Handbook, ensuring it is up to date and in line with current legislation.
• Oversee all HR processes, offering advice to managers where needed and ensuring best practice, working with our external HR provider as appropriate.
• Lead on all recruitment processes and ensure roles are advertised to maximise recruitment potential by using appropriate channels.
• Lead on investigations, grievances and disciplinaries.
• In conjunction with the Executive Assistant, oversee the mandatory training schedule and induction programmes.
• Manage own team day to day, including undertaking appraisals annually and ensuring records are up to date.
• Manage the HR Database (Breathe) and, in conjunction with the Executive Assistant, ensure it is maintained, appropriately protected and kept up to date.
• Ensure staff have access to an external Employee Assistance Programme (currently BHSF Rise) to ensure they have access to appropriate support and their wellbeing is a priority.
• Attend relevant collaborative groups and training to ensure HR knowledge is up to date.
• Oversee external HR provision and liaise with external providers as appropriate.
• Calculate holiday allowances and upload onto Breathe / HR System.
• Monitor sickness levels and take appropriate action as required.
• Notify Finance Manager of all occurrences impacting on payroll.

IT Systems

• Manage IT systems working with external providers where necessary, ensuring that any services we purchase are best value and fit for purpose.
• Work with the Executive PA to manage day to day issues with the IT hardware and software referring to outside providers where necessary. This includes all IT equipment including photocopiers, mobile devices etc.
• Ensure IT systems remain suitable for the programmes we need such as SAGE, Donorflex, Assemble, EMIS etc recommending updates as needed and developing a business case if investment is required.
• Ensure broadband systems are up to date and fit for purpose.

Information Governance

• Undertake DPO (Date Protection Officer) role for the Hospice.
• Review the Information Asset Register.
• Review internet network security policy.
• Develop and implement best practice guidelines for IT use.
• Working with other managers lead on ensuring compliance and best practice in relation to Data Protection and General Data Protection Regulations (GDPR).

Facilities

• Manage maintenance and housekeeping staff and volunteers.
• Audit all record keeping and ensure processes are kept updated.
• Supervise the maintenance schedule.
• Manage the maintenance budget for major and minor works, including submitting business case for off budget expenditure if needed.
• Contribute to planning the maintenance budget along with CEO, Finance Manager and Facilities & Maintenance Manager.
• Plan and manage a rolling programme of general upkeep to the buildings.
• Ensure appropriate levels of insurance are in place to meet the Hospices requirements.
• Ensure phone systems, photocopiers and other contracts are up to date, best value and fit for purpose.

Retail

• Support the Retail Manager in all shop premises related, H & S, lease, insurance and HR matters.

Health & Safety

• Lead on H&S for the Hospice.
• Lead on H&S for the Hospice.
• Review H&S policy annually and rewrite as needed.
• Work with external H&S advisor on a 3/5 (hospice/shops) yearly H&S inspections.
• Undertake an annual internal Health & Safety inspection on the hospice site.
• Produce and manage action plans ensuring timely completion of actions.
• Report to the CEO or Board any Health & Safety Issues and advise on resolutions.
• Manage the risk assessment portfolio working with team managers to ensure timely completion and regular updating.
• Organise training where needed e.g. fire safety, first aid etc.
• Ensure staff undertake annual DSE assessments implementing a process to ensure this is achieved.
• Lead on Health and Safety Meetings preparing agenda, chairing etc.
• Oversee the effective health & safety processes within the Hospices kitchen, supporting the external environmental health inspection to ensure the hospice maintains the 5* rating.

Finance

• Line manage the Finance Manager and provide relevant support as required.
• Ensure Standing Financial Instructions are complied with for all purchasing including contracts.
• Ensure relevant legislation is complied with at all times.
• Audit financial functions e.g. credit card purchasing to ensure compliance with procedures.
• Check and sign off monthly payroll.
• Provide support to the Finance Manager in producing annual accounts.
• Produce the staffing element of the annual budget.
• Member of Finance, Income Generation and General Matters Group (FIGG) providing updates and reports as required.
• Work with the Finance Manager to produce forward projections.
• Authorise invoices for payment.

Fundraising

• Line manage the Fundraising Manager and provide relevant support as required.
• Monitor fundraising performance by undertaking regular (minimum fortnightly) reviews with the Fundraising Manager.
• Support the Fundraising Manager to ensure appropriate systems are in place to maintain records and maximise income opportunities.
• Attend fundraising events as required to represent the Hospice.

Marketing & Communications

• Line manage the Marketing & Communications (marcomms) Officer and provide relevant support as required.
• Monitor marcomms performance by undertaking regular (minimum fortnightly) reviews with the Marketing & Communications Officer.
• Support the Marketing & Communications Officer as required to ensure effective and relevant communications are in place.
• Member of the Marcomms Subgroup, attending regular meetings and providing support, guidance and updates as required.
• Support with the development of the Hospices website to ensure it is accurate and up to date.
• Attend events as required to represent the Hospice.

General

• Contribute to Senior Leadership and Management teams and attend meetings as requested.
• Write, audit and update relevant policies and attend the Information Governance, Policy and People Group (IGPP).
• Attend Board and Committee Meetings.
• Keep up to date with changes in policy or guidance that may affect any of the key areas of responsibility.

Other Duties

• This Job Description is not intended to be restrictive and should be taken as the current representation of the nature of the duties involved in your job and needs to be flexible to cope with the changing needs of the job and the Hospice.
• It is expected that you will be committed to the core purpose of the Hospice and will act as an ambassador for the Hospice, actively promoting it throughout your role. It is also hoped that as the Hospice is heavily reliant on charitable donations you will support promotional activities where possible showing support to your colleagues in the spirit of team working.

Person Specification

Qualifications

Essential

• Relevant Occupational Qualification (Level 5 or above)

Desirable

• CiPD Level 5 / 7 Qualification
• Accountancy or AAT (Level 4) Qualification

Skills, Abilities & Attributes

Essential

• Resilience and adaptability
• Excellent written and oral communication skills
• Ability to work under pressure & prioritise own work
• Ability to take responsibility for own actions
• Ability to multi-task and effectively oversee a wide variety of disciplines, whilst maintaining strategic focus on organisational success
• Ability to drive efficiency and day-to-day operations to support long-term goals
• Ability to contribute to budget setting for relevant areas
• Confident in making professional judgements whilst considering the legal or financial implications or risks
• Excellent IT skills, including MS Word, Excel and Outlook
• Ability to work with volunteers
• Confident in preparing business cases with justifiable reasoning and costs
• An effective and collaborative team player who is trusted and respected
• Commitment to the culture, purpose and values of the Hospice
• High standard of professional and personal conduct and integrity
• Honest, reliable, trustworthy and dedicated to the role
• Empathetic nature, especially when supporting those accessing services
• Self-motivated and able to show initiative
• High level of emotional intelligence and team leadership abilities
• Absolute confidentiality

Experience

Essential

• Seasoned leader with a minimum of 2 years proven experience in a similar role
• A values driven leader with proven strategic experience in finance, planning, change management and operations
• Significant HR / Personnel experience
• Health & Safety experience
• Facilities Management experience
• Significant financial planning experience including budget setting and monitoring

Desirable

• Understanding of the hospice environment
• Company Secretary experience
• Data Protection Officer experience
• Experience of supporting an organisation through external inspection e.g. CQC

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Primrose Hospice

Address

St Godwald’s Road

Bromsgrove

B60 3BW

Employer's website

https://primrosehospice.org/ (Opens in a new tab)