Operations Manager

JOB DESCRIPTION 

Operations Management: 

• Oversee and take responsibility for the effective day-to-day operations of the Biennial 

• Produced timely and accurate reports and updates for the Director on income and expenditure relating to Operations and other budgets under their control 

• Review and analyse activities, costs, operations, and data to ensure that Liverpool Biennial is operating at optimal level 

• Liaise with senior management team concerning priorities, deadlines, policies and procedures  

• Ensure the maintenance of clear and effective filing, records and other systems 

• Manage the IT system, ensuring that it fully meets the needs of the organisation and that all staff have appropriate, optimally functioning IT hardware and software 

• Maintain and update internal systems such as SharePoint 

• Oversee and manage the Operations Budget for Liverpool Biennial, ensuring swift reporting and forecasting to support the effective management of the organisation’s finances and the creation of purchase orders and management of invoices. 

• Acting as GDPR lead for Liverpool Biennial to ensure compliance and best practice in all GDPR matters 

Board/Governance 

• Manage the Biennial risk register  

• Assist the Director and the Head of Finance with the administration of other governance tasks such as filing Annual Returns to Companies House and the Charity Commission  

• Produce quarterly reports for the Board and FHRC on Operations, Risk, the ED&I working group, the Environmental Sustainability Working Group, as well as annual ED&I and Environmental Sustainability reports, and any other matters that should arise as directed by the Director and the Executive Assistant 

Facilities Management  

• Arrange appropriate insurance for equipment, premises, employers, public liability, artwork transport and travel for Liverpool Biennial office and for the effective running of satellite premises taken on during the period of the Biennial Festival (April -September 2025) 

• Ensure that planning and delivery meetings are held regularly with all appropriate staff and ensure that potential failure to meet targets is identified as early as possible and appropriate solutions are identified and implemented  

• Ensure that all contracts with suppliers and contractors, including the landlord, cleaners etc., are legislatively compliant and providing best value 

• Ensure that building maintenance issues are managed proactively  

• Ensure effective communication with suppliers including the ordering, installation and maintenance of the alarm system, IT equipment, furniture, keys, telephones, stationary, and other equipment required for the smooth running of the office and satellite locations during festival. 

• Liaise with outside contractors with regards to equipment maintenance, document management and troubleshooting, ensuring best compliance with financial regulations and value for money 

• Manage contracts for cleaning, recycling, waste disposal companies  

• Ensure that the communal areas are maintained clean and tidy and manage the provision of sundries in the kitchen  

• Ensure that the post is delivered and collected daily  

• Ensure that the staff are aware of how to report equipment maintenance needs  

• Oversee the monitoring of procurement procedures through effective tender process in accordance with the Biennial’s financial regulations 

• Undertake the occasional upload of purchase orders and invoices from all areas of activity, to the finance system to support the organisation’s finance function  

Health and Safety  

• Undertake the yearly Health and Safety Risk Assessment, and to act as Health and Safety “Responsible Person” to ensure that Liverpool Biennial meets all of its health and safety obligations in respect to staff  

• Ensure that the Production Manager, Programme Manager and Director of Programme and Partnerships are properly equipped and trained to act as Health and Safety leads for the Biennial Festival venues 

• Work with the HR Support Manager to produce office Risk Assessments and to take all reasonable steps to ensure that the work environment conforms to current best practice for covid safety 

HR Administration and Support 

• Work with the HR Support Manager to administer the day-to-day operation of the Biennial’s web-based HR software “Charlie HR”, ensuring that new users are provided with instructions and login details 

• Work with external contractors Wellbeing in the Arts to ensure Wellbeing support in place for the team, administration of staff surveys and staff learning days 

• Maintain the HR filing system, ensuring that all required information for new hires is provided by the HR Support Manager, and that all documentation is kept in accordance with employment legislation, GDPR, Biennial Data Protection and Recruitment and Selection policies 

• Ensure that all new staff have allocated desk space, IT and other equipment, and that they are added into the network and e-mail systems with appropriate levels of access 

• Ensure that HR forms are issued and returned in time, and any follow up action is documented on time, with all documentation being filed on relevant personal files and the Charlie HR system 

• Assist the HR Support Manager with recruitment administration, interview logistics and correspondents  

• Work with the HR Support Manager to ensure that the Biennial fulfils its obligations under Data Protection Legislation, including the 2018 General Data Protection Regulations, across all aspects of its operation 

• Work with the HR Support Manager to ensure that Liverpool Biennial meets all ACE and wider legislative requirements in respect of Diversity and Inclusion matters 

• Assist the HR Support Manager in ensuring that all new staff, including volunteers, receive relevant joiner information and that they are added to the company’s payroll and pension scheme if appropriate  

• In conjunction with the HR Support Manager, liaise with the Access to Work department of DWP with regards to any access needs pertaining to new or existing staff members  

• Liaise with the HR Support Manager and Director on matters regarding staff training, and staff wellbeing and making appropriate bookings and issuing documentation to all participants 

• Maintain an overview of training agreed with the Director and HR Support Manager and ensure that all personal files include training details  

• Assist the HR Support Manager with the management of Liverpool Biennial’s UK Visa and Immigration sponsor management system, organising appropriate visa and entry documentation where necessary, ensuring that all records are kept up to date in line with prevailing legislation and Biennial policies and procedures  

Miscellaneous 

• The core staff team at Liverpool Biennial is small and there is a shared understanding and expectation that all employees will take a hands-on role, working together to undertake and share additional tasks which may be necessary to enable us to deliver on projects and objectives on time 

PERSON SPECIFICATION  

Essential  

• Excellent knowledge of all aspects of organisational operations  

• At least 1 years’ experience in a similar role 

• Demonstrable evidence of excellent written and verbal communication skills 

• Demonstrable budgetary management skills 

• Evidence of planning and prioritisation skills 

• Proven project management experience 

• Demonstrable evidence of IT systems management 

• Commitment to equity and diversity 

• Commitment to environmental sustainability  

Desirable 

• Knowledge of the North-West region 

• Experience of working public realm or non- galleried exhibitions 

• Interest in contemporary visual art 

• Experience of working with a Board of Trustees 

Find out more about this role in the job pack below