We are seeking an experienced and motivated Business Services Manager to join our team. The Business Services Manager will play a critical role in ensuring the smooth operation of the Dundee HQ for Kids Operating Room. This role is responsible for the effective management of KidsOR facilities in Dundee, Health and Safety compliance, the coordination of complex international travel logistics for the operations team, and supporting the Director of Global Operations with scheduling and appointments.The Business Services Manager will oversee the administration and day-today management of the Dundee HQ, ensuring a well-organised and efficient working environment.
Key Tasks and Responsibilities1. Facilities Management
- Oversee the day-to-day operations and upkeep of the Dundee HQ.
- Ensure the proper maintenance and functionality of all facilities, including building repairs, security, and equipment.
- Liaise with external contractors and suppliers to manage building services including cleaning, utilities, and waste management.
- Monitor and manage office supplies and equipment inventory to ensure smooth operational activities.
2. Health & Safety
- Act as the main point of contact for all Health & Safety matters.
- Ensure the charity is compliant with all local, national, and internationalhealth and safety regulations.
- Conduct risk assessments and ensure that all safety policies andprocedures are up to date and communicated across the organisation.
- Provide training and guidance to staff regarding Health & Safety bestpractices and emergency protocols.
3. Travel Coordination
- Manage complex international travel arrangements for staff andvolunteers, including booking flights, accommodations, and ground transportation.
- Ensure travel plans are in compliance with relevant visa, vaccination, andinsurance requirements.
- Liaise with travel agencies, embassies, and insurance companies to ensuresmooth and compliant overseas operations.
- Keep track of travel schedules and maintain travel records.
4. Administrative Support for the Director of Operations
- Manage the Director of Operations' calendar, including schedulingmeetings, appointments, and travel itineraries.
- Prepare briefing documents, reports, and meeting agendas as required bythe Director of Operations.
- Provide general administrative support, including handlingcorrespondence, processing expenses, and maintaining records.
5. Office Administration
- Oversee the day-to-day administrative functions of the Dundee HQ,ensuring the office operates efficiently.
- Manage reception duties, ensuring a professional and welcomingenvironment for visitors and staff.
- Ensure the effective organisation and filing of documents, both digital andphysical.
- Assist with the organisation of meetings and events held at the DundeeHQ.
- Collaborate with finance and HR departments to support general officeoperations, including payroll, invoicing, and staff onboarding.
Please note in line with GDPR, all personal documents (CV's, Cover Letters, etc.) are deleted and destroyed as soon as the applicable position has been filled. Kids Operating Room is a Disability Confident employer and recognises our employees as our greatest asset; we guarantee an interview for candidates with disabilities who meet the essential criteria. We will consider and implement reasonable adjustments you may require during our recruitment process and throughout your employment should you be successful. If you require any assistance with any part of the recruitment process please contact our Admin Officer on 0131 2970090
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