Head of Business Operations Recruitment Pack November 2017 10 November 2017 Head of Business Operations Thank you for your interest in the Octagon Theatre Bolton and the role of Head of Business Operations. We are looking for a highly organised and accountable individual, with excellent communication skills, to be our Head of Business Operations and make the Octagon’s internal business run smoothly. Working closely with the Chief Executive and the senior team, the role includes managing schedules and internal projects; negotiating contracts for our productions, partnerships and stakeholder relationships; and providing analysis and reports for a range of audiences. The Head of Business Operations will act as the central owner of business process, supporting all departments to be as efficient as possible in achieving our programmes of work. The successful candidate will be a natural communicator and problem solver, with a background in business support who can demonstrate their ability to improve processes, manage risks, and negotiate effectively. An understanding of project management is essential along with analytical and reporting skills. In this pack you will find the job description and person specification, as well as guidance on the process, terms and conditions, and background information. You can also get further information about the Octagon on our website www.octagonbolton.co.uk and a copy of our most recent annual report www.octagonbolton.co.uk/annual-report I hope that you enjoy finding out more about this opportunity. The closing date for applications is noon on Friday 24 November. Good luck with your application. Kind regards, Roddy Gauld Chief Executive Head of Business Operations, November 2017 2 JOB DESCRIPTION, PERSON SPECIFICATION AND TERMS & CONDITIONS Role: Head of Business Operations Responsible to: Business Director (to 31/08/19) Chief Executive (from 01/09/19) Responsible for: No Direct Reports PURPOSE OF POSITION: Ensure efficient business operations across the organisation, including contracting, scheduling, policy and process. Contract and relationship management with public stakeholders and co-producing partners. Project management for business change and development. ORGANISATIONAL STRUCTURE: The Head of Business Operations reports to the Business Director and from September 2019, the Chief Executive.The role works collaboratively across the whole organisation to achieve results. As a member of the management group the role contributes to overall strategy and leadership; coordinates and leads tasks and task groups across departments MAIN DUTIES AND RESPONSIBILITIES: Manage the business operations of the organisation and take responsibilitiy for internal process and policy including: Working with all departments and administrators to ensure business processes are efficient and enforced, chair regular meetings to coordinate operations, and identify and implement opportunities for best practice and improvement where they arise. Coordinating the Project Initiation process for departments to submit activities for senior management approval, budget generation and subsequent control and monitoring. Preparing and coordinate the annual planning cycle for the organisation, taking into account governance, stakeholder and financial deadlines. Managing a schedule for policy review and updates, and support the Chief Executive in researching and updating policies as required. Responsibility for ensuring Business Continuity and Major Incident procedures are in place, reviewed regularly, and that responsibilities are understood by all relevant colleagues. Chairing regular Operations Meetings that effectively coordinate the operational needs of the organisation. Preparing reports for management meetings, including analysis of key performance data and other evidence for decision making Manage and own the central schedule of the theatre’s operations, including: Head of Business Operations, November 2017 3 Responsibility for the scheduling system/software, its effective use by all building users, and managing schedules in line with company policy and management decisions. Ensuring the needs of all departments are taken into account in scheduling, detecting and preventing potential resource clashes and stretches, negotiating solutions as necessary between different departments. Chairing the weekly diary meetings to ensure staff are regularly briefed and prepared for activities. Collecting and distributing information relevant to the smooth running of the business Manage and own the master data of the organisation, including being the Data Protection Officer for the organisation, developing and implementing an effective data protection policy and managing its compliance. Work with the Chief Executive and Head of Creative Engagement to manage public sector stakeholder relationships (such as Arts Council England, GMCA, Bolton Council and commissioners) including: Preparing proposals and applications (including those over £100k), including writing drafts and preparing evidence; and completion of subsequent agreement negotiations and submissions. Maintaining effective data collection and analysis processes across the organisation. Maintaining an up-to-date schedule of contractual conditions and outputs, and co- ordinating compliance with these by all departments in the organisation. Responding to information requests and funding conditions with appropriate information on time. Attending meetings and briefings with key stakeholders as necessary. Support the Chief Executive in the commercial planning and producing of all productions involving another partner, such as co-productions and tours. This will include: Completing and agreeing contracts, including negotiations, based on in-principle agreements led by the Artistic Director and Chief Executive. Managing elements of the production budget relating to partnerships, and to keep partners informed of delivery against budget, working in close collaboration with the Head of Production. Disseminating information across the organisation and ensuring compliance with contractual terms and outputs. Representing the organisation at meetings with producing partners as necessary. Assist colleagues as required in contractual and commercial management, such as with suppliers, landlords and contractors. Manage one-off projects as required. These may relate to business change, capital developments, IT changes or new business ventures. Responsibilities would likely include project planning and initiation, budget and risk control, contractual negotiations, obtaining legal advice, business planning and managing delivery of projects. Head of Business Operations, November 2017 4 Attend and support board meetings as requested, including preparing agendas, papers and minutes in collaboration with the Executive Assistant. From time to time you may be asked to lead workshops with students about your role at the Theatre; sharing your expertise and offering an insight into the methodologies you call upon in your day to day working life. These sessions will predominantly be with Higher and Further Education students facilitated by lecturers Work in the best interests of the Octagon and in accordance with company policies including health and safety, safeguarding, data projection and IT; and ensure all creative engagement activities are planned in line with company policy too Be an effective representative of the Octagon in all situations and demonstrate the highest level of customer care and service The main duties and responsibilities are indicative and not exhaustive. Other duties may be necessary to fulfil the purpose of the post. This job description may be periodically reviewed and revised in consultation with the post holder Head of Business Operations, November 2017 5 PERSON SPECIFICATION Essential experience Desirable experience At least five years’ experience in a business Experience of working in an arts and/or support role. charitable organisation. Demonstrable experience of negotiating and Experience in preparing business proposals managing contracts. and/or grant applications. Demonstrable experience of managing Experience of managing relationships with budgets and risks. public sector partners Demonstrable experience of improving business processes. Experience of working in an office environment and completing administrative tasks. Experience of managing projects and change projects involving others. Experience of preparing reports and analysis for decision making. Essential skills and abilities Excellent collaborative skills, and an ability to achieve results through partnership and negotiation. Ability to problem solve, apply solutions, be calm under pressure, and be resourceful. Ability to work on one’s own initiative, prioritise and organise workload, and meet deadlines. Ability to hold self and others to account for delivery. Excellent attention to detail and the ability to see a task through to final completion. Excellent analytical skills and experience of preparing reports. Team working and listening skills, with an ability to understand the needs of others. Literacy skills including the ability to write contracts and reports. Numeracy skills including the ability to set and monitor budgets. IT literacy including the ability to use Microsoft Office. Confident communication skills – in person, writing and public speaking. Essential knowledge and understanding Desirable knowledge and understanding Understanding of project management