Head of Operations



Role – Head of Operations

Reports to – Managing Director

Location -  Dochfour Business Centre, Dochfour, IV3

Contract – Full time, Permanent 

Job purpose/Primary objectives

• This position is a senior management position within the company with responsibility to ensure that the company operates to its full potential and grows aligned with strategy,

• Design, manage and control all operational aspects of the business to reduce the risk to the business pipeline, clients, and staff and to ensure quality.
• Create and get agreement to strategy relating to operational role and contribute to overall business strategy 

• Main responsibility areas will include HR, operational efficiency, aligning to culture, risk management, developing better ways of working, ensuring tender completion, H&S management, resource management, overarching project management, management of marketing and BD efforts.

o To report to the MD/and or board on opportunity pipelines, projects underway, resources and to work with the MD to develop the business and maintain & improve the operational aspects. The role should make space for the MD to develop the business and strategy,

o To ensure all necessary systems and procedures to ensure we comply with legal requirements and meet agreed operational, health & safety & quality standards,

o Responsible for HR management & resourcing, to ensure that staff are well managed, and the company is properly and economically resourced,

o To be responsible for and to ensure the Health and Safety objectives of the company are achieved, recorded, and maintained,

o To be responsible for resource management and schedule development in projects, ensuring efficient resourcing, that tasks are on target & contractually fulfilled to a high quality;

o Control and develop systems to maintain the opportunity pipeline ensuring a pipeline of work & provision of quality responses and communications

o Manage and provide oversight to marketing and BD efforts including social media and blogs, events, and promotions

o To cascade actions to staff to ensure from strategic objectives given by directors: delegating responsibility, as appropriate, to achieve the company’s aims;

Key Tasks/Duties

HR Management and systems

• Overarching organisation and management of all aspects of HR:

o Overarching staff line management, including disciplinary action and the review of staff performance regularly and in annual PDRs,

o Directing, and managing resourcing of staff for projects,

o Managing staff records ensuring risk management for the company,

o Contracts and handbooks and policies,

o Advise and report on staff and resourcing needs,

o Advertising and management of positions vacant, hiring and induction & onboarding of new staff,

o Contractor management, 

o Staff retention and satisfaction and training/ and scheduling,

o Payroll management.

 Projects operations and management 

• Manage the effective delivery of all company projects, providing guidance where necessary and ensuring they are on target and resourced to the benefit of the business;

o Oversee and manage scheduling of staff and resource, in conjunction with the Head of Environment and project managers

o Report on project progress & timelines, particularly with respect to profitability and resourcing,

o Develop client communication to ensure client satisfaction and repeat business,

o Ensure issues raised are resolved to the satisfaction of clients and NE,

o Ensure projects are recorded correctly, and are financially correct and reported on including H&S, ISO, project set up, payment plans, invoicing,

o H&S overview of all projects undertaken,

o Manage project management meetings & recording cascading of information,

o Delegate & monitor responsibility as required,

o Gather and record client feedback,

o Contract management and contractual risk,

o Approve and supervise work as required produced by the business and approve and authorise reports produced.

Pipeline Management

• Control and management of opportunity pipeline:

o Ensure proper recording, maintenance, and management of opportunities across the system (e.g., environmental register/Accelo/server/monthly invoicing record sheet),

o Manage and ensure regular contact with opportunity contact to assess needs & to ensure a good relationship and to check on progress of opportunity,

oReview all tenders produced and ensure resource planning,

o Gather, write and source PQQs and preferred supplier lists. Maintain a register of successful registration,

o Speculative approaches to companies to get on supplier list,

o Report on progress on project pipeline & why not successful with bids.


• Control and management of the collection and output of pertinent financial information:

o Creation of forecasting information income from projects and opportunities,

o Creation and management of operational budget streams,

o Responsibility for monthly collation on income & potential income data for forecasting and invoicing purposes, liaising and coordinating with staff - ensuring it is correct for month and going forward,

o Management and control of expenses system and correct use,

o Management of monthly billing and invoicing including reminders for late returns,

o Ensuring good communication with clients and subcontractors, 

o Payroll changes,

o Reporting changes to budget or expected forecasts, and of costs etc to Directors.

Internal Systems

• Ownership and control of internal systems and programs and their integration, including;

o IMS – including management, creation of documentation and ensuring good practice,

o Develop and implement programme management tools, delivery systems, policies and procedures to ensure day-to-day operations achieve their objectives,

o Maintain, review, and update the ISO IMS to ensure that staff have access to the right template, policy procedures and registers,

o Manage, monitor, and review the use of Accelo, as both a job & time management system and a CRM to ensure information is properly recorded and can be used for reporting on project progress and identify resources needed,

o Management and control of ICT systems, and both office and field equipment ensuring its good operation,

o Maintain existing accreditations & identify those necessary for the business. Ensure that these are marketed and used effectively for BD.

Health, Safety and Quality

• Ensure designs and actions by the team meet all required health, safety, and quality requirements applicable for the country of application and company systems;

o Maintain and manage H&S records to reduce company & staff risk,

o Periodically audit staff activities against company and industry practices and standards,

o Maintain certification of the company under ISO 9001, 14001 and 45001,

o Manage delivery of and provide good practice systems, legislation compliance and IMS procedures.

Sales and Marketing

• Manage and organise, in agreement with the MD,  the sales and marketing elements of the business:

o Create a marketing strategy to be agreed with the MD, and utilising material from the wider team and implement and monitor progress,

o Production & management of marketing materials, press articles & social media output,

o Meeting with clients & potential clients as required,

o Manage and grow social media in line with objectives and culture, undertaking analysis of social media performance,

o Devising, managing and executing campaigns in line with objectives,

o Ensure competitor output is monitored and met

o Manage and improve website content and performance,

o Ensure marketing material is of an excellent standard and matches across the brand,

o Brand redesign as directed.

Business Development

• Attendance at events and conferences as required,

• Ensure repeat business through client interaction and attention to detail. Quick response times and quality output and identifying and prospecting for additional work,

• Look for speculative opportunities. Undertake speculative emails and calls - follow up calls and emails,

• Manage the CRM database to ensure it can be used effectively to retrieve and record information,

• Maintain an active eye on competitors.

•Any other duties commensurate with the grade and level of responsibility of this post for which the post holder has the necessary experience and/or training.

Person Requirements

- Strategic thinker

- A natural organiser and facilitator

- Attention to detail and assessment of risks

- Confident people skills – winning people round and people management

- Thinking on your feet

- Willing to think round a problem

- Persistence and resilience 

- Willing to work and check understanding until job is complete

- Practical hands on enabler and facilitator for others to complete mission critical tasks

- Willing to communicate tasks to others & ensure tasks are completed

- Understanding of environmental issues

- Fully ICT literate

- Full driving licence & access to own car 

Experience Requirements

- Educated to degree level (Business or Environment) and/or considerable experience in office and operational management

- Experience in an Operational role & maximising efficiencies

- Experience of budgets and finance

- Experience of the delivery and management of projects

- Experience of HR systems

- Experience of a client facing role

- Business Development and Marketing experience 

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