Organisation BSUK Salary £39534 - £46831 Location London Contract type Permanent (Full time) Closing date 2 September 2024 Interview date 15 Job Description Role Summary and Overview
The Head of Operations is one of four senior
manager posts within the staff team at
BaseballSoftballUK (BSUK). As a member of the
Senior Leadership Team, the Head of Operations will
report directly to the CEO. The post will line manage
a small staff team, consultants and third-party
organisations providing services to the company.
As the head of the Operations Department, the Head
of Operations role is to develop, manage, direct
and lead the business, finance, governance and
communications activities of the company.
This involves setting and monitoring the strategic
aims and targets of the department and being
responsible for the delivery of these targets.
The main areas are:
• To take a strategic lead on operations, business and
finances for BSUK.
• To ensure sound governance and human resources
procedures are in place.
• To support the CEO to build a sustainable business
with a focus on increasing financial independence,
maximising commercial opportunities and creating
new revenue streams.
Strategic Planning
• Producing strategic and annual operational plans
for BSUK identifying key long-term objectives and
strategies for achieving objectives.
Governance and Risk Management
• Reviewing, updating and managing company
policies and procedures related to governance and
risk management.
• Work with the Company Secretary, to manage
administrative support to the Board of Directors
and its committees, maintaining proper corporate
governance, such as the taking minutes at meetings
of the Board of Directors and company records
at Companies House. Ensuring submissions of
documents such as the annual return and annual
accounts are made in line with legal deadlines.
• Attend and prepare reports for the Board
Sub-committees (Finance, Governance and
Development, Fundraising & Partnership)
• Maintain Code of Sports Governance Compliance.
• Responsibility for the organisation’s People Plan
and Diversity and Inclusion Action Plan (DIAP),
including chairing the cross-sport People Advisory
Group, and diversity reporting into organisations
such as Sporting Equals.
• Set-up systems for reviewing changes in legislation
and updating internal policies and procedures.
• Carry out an annual risk assessment exercise and
manage related processes.
• Establish a business continuity plan.
• Responsibility for organisational policies
including: UK Anti-Doping policy and compliance,
environmental sustainability, data protection, Health
& Safety, Anti-Doping and Codes of Conduct.
• Ensure all policies and procedures are
communicated throughout the organisation.
Safeguarding
• Act as the designated person within the sports as
the person with primary responsibility for managing
and reporting concerns about children / vulnerable
people and for putting into place policies and
procedures to safeguard children, young people
and vulnerable people.
• Lead on the annual CPSU and Ann Craft reviews.
• Develop the Frameworks for Children and Adult
Safeguarding.
• Work with the sports’ safeguarding officers nationally
and locally to ensure the maintenance of a safe
environment for the sports’ participants and people.
Financial Management
• Responsible for maintaining weekly and monthly
accounting processes, including the processing of
income, bills, payments and invoicing, monitoring
the Accounts Payable and Accounts Receivable,
and reconciling bank accounts. This will include
managing the company’s accounts software and
ensuring financial paperwork is filed in an organised
and timely manner.
• Maintain and review the company’s financial
procedures (set out in the Financial Procedures
Manual) and ensure they are understood and followed
by all staff, company directors and volunteers.
• Support the financial aspects of programmes,
competitions and events run by staff and volunteers.
• Act as a signatory on the company accounts,
managing the online banking and weekly payments.
• Prepare annual budget as part of the operational
planning process.
• Produce quarterly and annual financial reports for
Board review: forecast, budget vs. actual, P&L, cash
flow forecast and debtor and creditor reports.
• Prepare annual audited accounts with the
company’s appointed auditors.
• Inform the Finance Committee and act as
committee secretary.
• Oversee financial administration and reporting within
the parameters of Sport England requirements.
• Review and maintain financial policies and procedures.
• Review VAT and PAYE position annually.
• Oversee financial administration related to
BSUK merchandising activity including sales,
reconciliation of revenue, and ordering and tracking
of stock through the stock inventory.
• Oversee the administration of BSUK, BBF and BSF
insurance provision, including providing evidence
of insurance cover, working with the insurance
brokers on administration and policy renewal
matters, handling claims and other enquiries.
• Manage delivery of services to the British Baseball
and Softball Federations including the annual
negotiation and renewal of agreements.
Human Resources
• Ensure contracts and job descriptions are in place
for all staff and are regularly reviewed.
• Ensure comprehensive policies and procedures are
in place and are regularly to comply with legislative
changes, to ensure the sound management of
employees.
• Maintain processes and staff records relating
to employment, payroll, contributory pension
provision, flexible working and annual leave
tracking. This will include handling confidential or
personal details in a responsible manner.
• Oversee an Induction Programme for new employees.
• Ensure the protocol for recruitment, advertising of
vacancies and selection criteria is current and effective.
• Put in place a Performance Appraisal system
and ensure compliance with this throughout the
organisation.
ICT, Communications and Marketing
• Oversee the Operations Department’s technical
support and development of company ICT including
the company and supporting the federation
websites, social media and communications, email
system, office server and computer provision to
staff. Provide office- and home-based operational
support to the organisation, including providing
training and guidance to individuals on various
financial, HR and ICT processes as required.
• Collaborate with the Commercial Department
to support its delivery of the company’s
communications and marketing initiatives.
Office
• To oversee the operations and day-to-day running
of the BSUK Offices at The 108 in Brent Cross,
the office at the National Baseball and Softball
Complex at Farnham Park in Buckinghamshire, and
the hot desking at the House of Sport in Borough,
London. This includes managing the provision of
equipment and facilities to staff to ensure they fulfil
the requirements of their roles.
• The provision of office-based support to external
staff, volunteers, baseball and softball participants,
and – where applicable – the British Baseball
Federation (BBF) and British Softball Federation
(BSF) Boards.
Line Management
• Act as line manager to the Operations team,
including the National Baseball and Softball
Complex staff team, Events, the Marketing and
Communications, Finance and Administration.
• Act as a member of the Senior Leadership Team.
General Operations
• With other office staff, act as first point of contact in
the BSUK ‘front office’ which handles, and directs
through the correct channels, enquiries from the
public and Federations’ membership. This includes
ensuring the office is covered during our normal
office hours, answering the main BSUK phone
line and handling public and participant questions
on the general enquiries email addresses and
voicemail system.
• At times, the role may be required to support the
delivery of events, along with other staff. This will
include providing logistical and administrative
support from the office but occasionally may
require attendance at events including some
weekend or evening work on location.
• Where requested, to supervise work placement or
internship assistants in the office.