EA / Operations Manager

Summary about this job

Detail information about job EA / Operations Manager. Terms and conditions vacancy

• Executive Assistant (More of an offside role to the CEO)
• Great Opportunity for someone wanting to develop
• Operations component

Purpose of the position

The primary purpose of the Executive Assistant is to be an offsider to the CEO through managing keys tasks across the business in line with the business objectives and priorities. The Executive Assistant must understand what the key objectives of the business are and why these objectives are choses as the priority in order to carry out its function to the desired standard.

Executive Team

This position holds a senior positon on the Executive Team and has influence across all departments to ensure the CEO objectives are carried out.

Direct Reports

This position primarily works in collaboration with the Education Manager, Engagement Manager, Quality & Compliance Manager and Centre Manager teams. There are no direct reports as such however the position has senior authority to carry out executive priorities across all departments.

Key Accountabilities

Centre Staffing

Manage the following centre staffing system

• Update centre staffing as changes occur
• Identify gaps in centre staffing that need priority
• Provide accurate up to date information
• Monitor ethnicity spread
• Monitor enrollers training / sign off
• Monitor staff changes
• Co-ordinate internal staff changes
• Execute the ChoiceKids annual leave policy
• Monitor high unplanned leave takers
• Run the weekly centre staffing meetings

Recruitment

Manage the following recruitment processes

• Monitor the careers inbox and respond accordingly
• Schedule first interviews / seminars to assess suitability
• Manage the GMA7A process from start to finish
• Co-ordinate the ChoiceKids interview process
• Manage job ads through various sources
• Manage student list of prospects
• Manage prospect target list
• Manage key relationships with external sources
• Monitor referral program

Retention

Manage the following retention processes

• Manage / co-ordinate all on-boarding systems / processes
• Manage staff anniversaries
• Monitor / co-ordinate staff appraisals
• Co-ordinate social events / outings
• Identify staff at risk

Executive Meetings

Co-ordinate and follow through on executive meetings

• Co-ordinate meeting agenda
• Develop action lists following meetings
• Manage action list deadlines to completion
• Keep executives on task
• Input into executive decisions

Policy Role out

Roll out policy changes and

• Co-ordinate meetings with key staff
• Co-ordinate testing to test understanding
• Monitor capability to assess change in practice
• Monitor / Manage ECE policy updates

Projects / Development

Work alongside the CEO developing projects for quality improvement as follows;

• Intranet
• Web development
• Software system integrations
• Systems and processes

KPI / Bonus

Monitor KPI to assess suitability for bonus

• Compliance & Quality Manager
• Centre Managers
• Engagement Manager
• Education Manager

Data

Co-ordinate data for analysis where required for quality improvement

Daily Reports

Monitor and co-ordinate Daily Reports

• Identify problems to solve
• Identify individual responsibilities
• Identify quality issues

Strategy

Develop strategic plans and execute strategic plans with the CEO through various contributing departments

Support

Provide executive support to the CEO

Training

Provide training to various staff / department as required in conjunction with the CEO

Key Attributes

Leadership & Teamwork

Sets and maintains high standards.  Works collaboratively to identify and achieve agreed outcomes.  Loyal, trustworthy and confidential. Promptly responds to requests for information or support. 

Organised & Flexible

Able to prioritise and manage multiple demands.  Good time management skills.  Plans to accomplish goals, establishes timeframes and allocates resources. Monitors progress and addresses problems to achieve outcomes

Communication

Excellent oral and written English.  Clearly communicates expectations.  Practices active listening and checks understanding. Reports clearly to the CEO

Respectful

Courteous and caring. Recognises and respects individual differences. Understands the significance of Te Tiriti o Waitangi.  Displays cultural sensitivity

Self-managing

Able to work autonomously.  Proactive and motivated.  Solutions focused and persists in solving problems.  Takes responsibility for own professional growth.

Focused

Ability to stay on task without being side tracked by non-prioritized problems / events

Co-ordinator

Able to co-ordinate effectively and bring people on-board to achieving desired outcomes