Head of Central Services

Main Responsibilities: Strategic Leadership and Management

– To share responsibility for leading the strategic direction and success of YMCA East Surrey as part of the Senior Leadership Team (SLT) together with the Head of Finance, Head of Housing, Head of Children and Young People Services and Deputy CEO.

– To be the accountable and strategic lead for Central Services, working closely with other members of the SLT to deliver integrated support across areas such as HR, property management, IT systems, and compliance.

– Take ownership of all aspects of operations policy and practice, and lead our approach to information management, data protection and risk management

– To be responsible for line management and development of senior staff within Central Services including the HR Manager, Facilities Manager, Facilities Manager at The Old Pheasantry, Systems Analyst, Reception Manager and Volunteer Coordinator.,

– To take on various project management tasks and to drive through transformation of systems and ways of working to improve the quality of services and help the YMCA achieve its charitable aims.

– To play a supportive and collaborative role working alongside the wider YMCA staff team to meet our mission of helping people in East Surrey to ‘belong contribute and thrive’

Governance and Compliance

– Fulfilling the role of Company Secretary and leading the delivery of all governance processes in line with policy, procedures and the memorandum and articles, including all charity and corporate law requirements.

– To take the lead role on compliance, maintaining and developing a policy framework and working with Heads of Service to ensure that appropriate policies are drafted, reviewed and implemented and that the YMCA meets all its obligations under the relevant statutory and regulatory frameworks in which we work (Ofsted, RSH and possibly CQC in the future).

– To provide or facilitate training and development activity to ensure that managers and staff are aware of, and are meeting, requirements laid down by relevant policies, legislation and regulatory bodies.

Head of Central Services January 2025

– To take on the role of Data Protection Officer and ensure that the YMCA complies with its statutory responsibilities under Data Protection Regulations

– To be responsible for leading on quality management and maintaining our accreditation under Trusted Charity.

– To work with Heads of Service, managers and trustees to ensure that effective risk management practice is embedded into decision making at all levels of the organisation.

– To attend trustee meetings and to produce reports and help prepare agendas for the Governance and Risk Committee, a subcommittee of the main board.

IT

– To be responsible for all IT hardware and software needs, to manage support contracts and develop new IT systems and use of technology to improve the efficiency and effectiveness of the Association (including mobile phones, laptops and other devices).

– To work with other Heads of Service to develop and maintain new integrated IT systems that can manage data, and record, monitor and evaluate outputs and outcomes delivered by the YMCA’s diverse projects and services.

– To work with the Systems Analyst and outsourced IT Support Company deliver ongoing digital transformation and promote the necessary training and policies to ensure that staff fully utilise the new technology.

– To work with the Fundraising Manager and CEO to support the delivery of new projects especially the acquisition and development of new properties such as additional Move On accommodation for young people.

HR

– In conjunction with the HR Manager ensure the overall HR strategy of YMCA East Surrey is in line with the law, good practice and our values.

– With the HR Manager, oversee the development of internal practices, policies and working culture in line with the overall HR strategy.

Facilities

– To line manage the Facilities Manager and to oversee the introduction and implementation of cyclical maintenance plans for all YMCA buildings.

– To have oversight of the Facilities Manager’s responsibility of all insurances required by the YMCAES.

– Oversight of the management and financial viability of The Old Pheasantry.

Budget and Finance

– To work with the CEO and Head of Finance to prepare the annual budget for central services (including buildings) and to manage this budget throughout the year.

In addition

– Any other duties are required to be performed within the grade and renumeration of the role.

– We are committed to safeguarding and promoting the welfare of children and young people/vulnerable adults. This role will require an enhanced DBS disclosure (with barred children/vulnerable adults). We require you to understand and demonstrate this commitment and attend any required training

Head of Central Services January 2025

PERSON SPECIFICATION: Head of Central Services

Essential Desirable How measured

(application,assessment,interview)

Qualifications, Educated to degree level in a X Application and

Education & relevant field certificates

Training:

MBA or equivalent post grad X

qualifications

Prince Project Management or X

equivalent

Qualifications or training in IT, X

Health and Safety, GDPR

Legal and governance training X

Company Secretary Training X

Experience At least 3 years’ experience in a X Application/Interview

similar role, managing corporate

support functions in a complex not

for profit organisation.

Experience of business and financial X Application/Interview

planning or relevant commercial

experience

Knowledge of legal compliance X Application/Interview

processes

Financial analysis ability and X Application/Interview

experience of managing budgets

Experience of introducing and X Application/Interview

supporting new IT systems

Experience of risk management X Application/Interview

Experience of managing, motivating X Application/Interview

and supporting staff teams to

achieve key performance indicators

Experience of gathering, collating X Application/Interview

and presenting statistical information

to partners and governance

committees

Knowledge of GDPR legislation and X Application/Interview

information retention requirements

Experience of effecting and X Application/Interview

supporting systems change across an

organisation and with a range of

staff roles, disciplines and

competences.

Experience of leading change X Application/Interview

management

Experience of the RSH or Ofsted X Application/Interview

regulatory frameworks

Relevant knowledge of charitable X Application/Interview

services, particularly work with

children and young people or

housing

Knowledge of good practice in X Application/Interview

charity governance

Abilities, skills Proven leadership and motivational X Application/Interview

and attitude skills

Head of Central Services January 2025

Well-honed problem-solving skills X Application/Interview

Critical thinking ability X Application/Interview

Strategic planning skills X Application/Interview

Excellent IT skills & numeracy X Application/Interview

Able to work as part of a dispersed X Application/Interview

team extending beyond the

Association

Excellent communication skills X Application/Interview

(verbal, interpersonal and written)

on all levels and according to need

Excellent administrative and X Application/Interview

organisational abilities with close

attention to detail

Ability to work to deadlines and X Application/Interview

manage stressful periods of activity

Ability to deal with difficult and X Application/Interview

challenging situations involving staff,

service users and the local

community

Ability to organise, plan and prioritise X Application/Interview

own workload to meet deadlines and

targets.

Team player, ready to offer support X Application/Interview

and respond to ad hoc requests for

help from colleagues

Methodical and detail orientated, and X Application/Interview

accurate with text and financial data

Ability to manage complexity and X Application/Interview

unpredictability

Able to adapt and support others to X Application/Interview

change in the workplace

Ability to see barriers as Application/Interview

opportunities for change and

improvement

Mentoring and inspiring employees X Application/Interview

Other Subject to a satisfactory Enhanced X Application, DBS

requirements (with Barring – delete as disclosure

appropriate) DBS disclosure

(mandatory)

Commitment to the values, aims and X Application/Interview

mission of YMCA East Surrey

(mandatory)

Understanding and commitment to X Application/Interview

equality, diversity and inclusion for

staff, services users and

stakeholders (mandatory)

Head of Central Services January 2025