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Operations Support Manager Job Description

Department: Operations Department Team: Operations Reports to: Executive Head of Operations No. of direct reports: 1 No. of indirect reports: 0 Grade: Manager Hours: 35 hours per week (may be a need for additional hours outside of business

hours and weekend work) __________________________________________________________________________________

Job purpose To manage key operational areas shown below and deputise for the work of the Head of Operations. Provide line management of the Receptionist and for the work undertaken in this area. The job holder will support work in other areas of the IBMS on a peripatetic basis as directed by the line manager.

The Department The Operations Team ensures the organisation runs efficiently by managing core processes, coordinating resources, and providing dependable day‑to‑day support. Focused on operational excellence, risk management, and continuous improvement, the team works collaboratively across departments to streamline workflows, resolve issues quickly, and enable colleagues to deliver their best work. As such, the Operations Department are responsible for the IBMS’s premises, facilities and IT and includes front of house services.

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Key tasks and responsibilities

Reception

• Manage the Receptionist and front of house services proactively to: o Ensure the work of the Receptionist is effectively undertaken and adequate cover is

provided. o Ensure the Receptionist is trained and appraised to carry out the duties provided by

this role and that these are completed in a timely and accurate way.

• Provide cover support for reception, telephone support and mail (including post and couriers) as required including helping with events, maintaining fob and sign-in systems, maintenance of telephone network portal and apps.

Operations business plan

• Responsible for completion and resolving issues arising from the Operations Business Plan within the timescales indicated including:

o Health and safety (H&s0 ▪ Undertake fire safety risk assessments, routine testing, drills and coordinate

the maintenance of equipment. ▪ Update documentation including emergency plan, fire risk assessments,

emergency evacuation procedures and maintain the Fire Safety logbook. ▪ Undertake a general health and safety risk assessment and VDU risk

assessment, and update logbook documentation. ▪ Instruct new members of staff on the H&S policies and undertake ongoing

awareness instruction of staff. ▪ Complete the record log of training provided for first aiders and fire

marshals. ▪ Manage the provision of cover for First Aid and arrange for training and

updates of stock and other First Aid materials. o Cyber security and data protection

▪ Review and update the Data Register, Email Usage, Internet Access, Anti- virus Procedure, Records Management Policy, User Security – Acceptable Use Policy, Privacy Notice, Password Policy and Manging Payment Card Details Policy

IT

• Deal with issues and queries as a first line point of contact in respect of IT equipment, network and applications and coordinate referrals appropriate to technical support providers escalating issues according to agreed protocols.

• Monitor and carry out routine maintenance tasks including application and licence updates, database manual synchronisations and backups.

• Ensure the maintenance of video conferencing technology including hardware and software applications on premise and for those working remotely.

• Undertake end user testing of new IT applications particularly for changes to the IBMS CRM and website data integrations, working with suppliers to resolve issues logged.

Facilities Maintenance

• Arrange for service/maintenance visits of equipment and fixtures including copier/printer engineers, air conditioning, security and fire equipment as appropriate.

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• Carry out visual checks on buildings physical condition, report and take remedial action as necessary.

• Arrange for the preparation of proposals from contractors where decoration, repair or improvements need to be made.

• Maintain the fixed asset register and provide an annual asset replacement schedule annually.

• Cleaning/ hygiene o Manage the monitor performance of cleaning and hygiene contractors and advise on

improvements where necessary. o implement regular schedule of ‘deep cleaning’ of offices including deployment of

specialist cleaning. o Regularly assess cost effectiveness of cleaning services contracts

Reception/telephone support

• Maintain mobile phone contracts and resolve issues with mobile telephone devices.

• Maintain cloud-based telephone system and manage improvements of desk phones and software solutions. Support users to maintain performance and service provision for members in conjunction with line managers where appropriate.

Other:

• Provide administrative support to the Executive Head of Operations as required.

• Other tasks and duties as requested by the line manager in line with departmental or organisational workload and priorities.

• Commitment to carry out the responsibilities of the post with due regard to IBMS policies and to treat colleagues and other IBMS stakeholders with respect and dignity at all times.

• Occasional travel, including overnight stays, within the UK.

Qualifications, skills, knowledge and experience

Qualifications / Training: Essential / Desirable

A level standard education or equivalent Essential

Previous Experience Essential / Desirable

Previous experience of working in a similar role, such as Office Manager.

Essential

A good understanding of IT systems and equipment. Essential

Proficient in Office 365 Essential

Familiarity with the use of databases Desirable

Customer service/administration experience Desirable

Familiarity with the use of databases Desirable

Key Skills / Attributes Essential / Desirable

Able to prioritise tasks and workload. Essential

Good organisational skills and attention to detail. Essential

Able to show initiative and solve problems within defined procedures.

Essential

Excellent telephone manner and good verbal communication.

Essential

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Other Requirements Essential / Desirable

Job holder able to move bags of mail and unpack, distribute boxes of stationery, configuring furniture and equipment for meetings.

Essential

Positive attitude and 'can do' approach Essential

A team player Essential

Flexible and enthusiastic to undertake various tasks Essential

Able to work away from home, including travel within UK and occasional overnight stays.

Desirable

Signature: .................................................................................................................................. Name: ........................................................................................................................................ Date: ..........................................................................................................................................

Public Affairs and Policy Officer November 2025

Temporary Public Affairs and Policy Officer (6Months) Job description

Reporting to: Press and Communications Manager Working hours: Full time, 35 hours per week Location: The Royal College of Pathologists, 6 Alie Street, London E1 8QT

Directorate The purpose of the Communications Directorate includes enhancing the reputation of the College and promoting pathology and the College to targeted audiences. This is achieved through working with the media, public affairs, corporate and public engagement. The Directorate also provides advice and support to teams across the College.

Main purpose of the role

• The Public Affairs and Policy Officer will work closely with the Press and Communications Manager and Public Affairs Officer. You will play a key role in developing and delivering a policy and public affairs work programme, raising awareness of key College policies to influence parliamentarians, policymakers and other key stakeholders.

• You will support College projects and advocacy work, drafting policy briefings and reports. Working across directorates and with members, you will develop policy proposals and public affairs activities to influence governments and stakeholders.

• You will provide advice to College Officers and senior staff. Working closely with cross-departmental colleagues you will ensure that policy and public affairs influencing work is integrated with, and supports, other team activities and organisational objectives and priorities.

Key Duties

• To develop policy positions, briefings and influencing plans that deliver change, through strong project work, engagement, robust research and evidence-informed analysis.

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• To build and sustain relationships with politicians and influencers and ensure the College’s voice is heard in relevant discussions.

• To support the delivery of the College’s programme of political engagement by recommending appropriate tactics to raise awareness and strengthen the College’s reputation with key policy makers and decision-makers.

• To identify opportunities and draft responses to parliamentary, government and other consultations.

• To liaise with College members and stakeholders to understand the implications of policy proposals, identifying benefits and risks.

• To respond to urgent policy developments or political issues as they arise; act quickly to advise President, Honorary officers and Senior Management Team or adjust strategy.

• To liaise with key stakeholders, identifying, building and managing external networks that enhance the College’s profile and reputation. There will be a particular focus on health charities, kindred organisations and think tanks.

• To prepare for and represent the College at internal and external meetings and events to promote our policy positions.

General duties

• Undertake any other duties and responsibilities as requested which are commensurate with this role.

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Public Affairs and Policy Officer Person specification

Requirements Essential Desirable

Qualifications / Experience / Knowledge

Graduate (any undergraduate degree) or experience that demonstrates equivalent analytical ability

✓

Experience of drafting policy documents and reports, and capable of translating complex concepts for policymakers and influencers

✓

Understanding of the UK political system, parliamentary procedures, policy making, and government structure

✓

Understanding of the policy environment, political institutions and the process of government as they affect the College

✓

Experience of including members in policy development work

✓

Experience of influencing stakeholders, and understanding of opportunities and risks of working collaboratively

✓

Experience of planning and implementing effective policy advocacy plans

✓

Experience of developing and managing own projects ✓

Skills / Abilities

Research, analytical and fact-finding skills, and ability to identify and understand key issues

✓

Excellent communications skills, both written and verbal

✓

Able to present complex information in a way that is straightforward to understand, whether in writing or verbally

✓

Commitment to stakeholder focus and relationship management to achieve the best outcomes

✓

Able to prioritise and work under pressure, meeting deadlines with tight schedules

✓

Flexible approach and able to adapt plans if the policy environment changes

✓

Collaborative working style, happy to work with others to achieve agreed influencing objectives

✓

Advanced IT skills (Microsoft Office) and database management. Including using a Content Management System (CMS)

✓

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Qualities

Persuasive and diplomatic manner to build clear, evidence-based arguments about complex issues to promote a policy position

✓

Passionate about quality ✓

Resilience and calmness under pressure ✓

Commitment to equality and diversity and understanding of how this would apply to own role and responsibilities

✓

Job Title: HR Administrator (fixed term) Reports to: Director of HR Hours: 0.6 (equivalent to 3 days per week) Location: Finchley

Purpose of the Role

To support the Director of HR in the provision of a high quality, proactive HR service for the organisation. This is a hands-on role for a highly organised, energetic and articulate individual with experience of recruitment, onboarding, HR database administration, compliance and supporting staff wellbeing and benefits.

Key Responsibilities

HR Administration

• Maintain and update the HR database (e.g., BreatheHR), ensuring accurate records for staff data, absence, annual leave, and training.

• Ensure HR records are up to date, securely stored and easy to retrieve. • Produce regular HR reports for payroll, compliance, and management information. • Support the Director of HR in implementing HR policies and procedures, ensuring

they are kept up to date and communicated effectively to staff.

Recruitment & Onboarding

• Support all areas of the recruitment process and coordinate recruitment campaigns including advertising, arranging interviews, liaising with candidates, updating website etc

• Issue offer letters, contracts of employment and conducting all necessary pre- employment checks in accordance with safer recruitment practices.

• Manage onboarding and induction schedules to ensure a positive experience for new starters and completion of new starter documentation.

Employee Lifecycle Support

• Track probationary reviews and appraisal processes, sending reminders and collating outcomes.

• Administrate absence management process ensuring receipt of Fit Notes and self- certification, chasing up missing documents as needed and updating records.

• Support leaver processes including exit interviews, documentation, and offboarding administration.

• Monitor completion of essential training, sending reminders as needed and updating personnel records to show that training has been completed.

• Assist monthly payroll preparation including updating payroll spreadsheet.

Wellbeing & Benefits

• Support the delivery of employee wellbeing initiatives and benefits administration

(e.g., EAP, health insurance, flexible benefits). • Assist with annual benefit renewals and communicate updates to staff. • Assist with arrangement of staff social events, celebrations and recognition.

Policy & Process

• Keep up to date with HR policies and procedures in order to answer staff queries and provide administrative support.

• Assist in the review and rollout of HR policies and procedures. • Maintain a library of HR templates and guidance documents. • Help ensure compliance with employment law, GDPR, and internal processes. • Review and identify means to streamline and improve HR administrative systems and

make improvements as agreed with Director of HR.

General

• Provide high-quality administrative support to the Director of HR, including diary support, preparing documentation and meeting papers.

• Respond promptly and professionally to staff HR queries, escalating where appropriate.

• Contribute to HR projects as required. • Any other reasonable duties as requested by the Director of HR.

Person Specification

Communication & Interpersonal Skills

• Demonstrates clear and confident communication, both written and verbal, adapting style to suit the audience.

• Actively listens, acknowledges concerns, and provides accurate information. • Able to build positive relationships across a range of people and groups.

Organisation & Attention to Detail

• Manages multiple priorities effectively, meets deadlines, and maintains accuracy in records and reporting.

• Demonstrates systematic and methodical working, ensuring compliance with policies and procedures.

HR Knowledge & Application

• Applies understanding of HR processes (recruitment, onboarding, payroll input, record management, leavers, wellbeing).

• Demonstrates working knowledge of UK employment law basics and HR good

practice. • Experience supporting TUPE, change management, or employee engagement

initiatives (desirable). • Experience working within a charity, faith-based or membership organisation.

Technology & Data Management

• Confidently uses HRIS (eg BreatheHR) and Microsoft Office applications (Excel, Word, Outlook) to manage HR records and produce reports.

• Experience of migrating systems and implementing new systems (desirable).

Emotional Intelligence & Professionalism

• Displays high levels of emotional intelligence, empathy, and discretion when handling sensitive matters.

• Demonstrates professionalism, approachability, and resilience, maintaining a positive and supportive attitude.

Teamwork & Independence

• Works effectively as part of a small team while taking responsibility for individual tasks.

• Uses initiative to resolve problems and escalate appropriately.

Values & Commitment

• Actively demonstrates commitment to equality, diversity, and inclusion in practice. • Shows motivation, energy, and adaptability; contributes positively to a supportive

workplace culture. • Understanding of or willingness to learn about the Jewish community.