Ploughshare Innovations Ltd is the technology transfer arm of Dstl, the MOD research lab, and its role is to commercialise the technical innovations emanating from Dstl, one of the world’s leading research laboratories. The company is now seeking a skilled and experience Operations Manager on a 10-13 month contract to cover maternity leave (starting 2nd October). This is a multi-faceted role and involves supporting a team of highly qualified and experienced Commercialisation Managers who are developing both spin out ventures and ‘licensing’ deals with global organisations.
Candidates should be UK nationals. Security Clearance would be an advantage but not essential as some security check will be carried out.
The management of the overall office environment, effective and efficient delivery of operational duties, including line management of 2 team members. Management of the companies IT and IT support organisation. Oversee financial activities. Responsible for HR and Health and Safety of 2 offices (1 unmanned). Export Control administration and support to the Ploughshare Board.
2. KEY ACCOUNTABILITIES
Line Manager responsibility of Finance Manager and Senior Operations & HR Administrator, providing guidance and support as and when required.
Management of office facilities and planning for both the head and unmanned office to ensure all facilities are maintained, including through the planned office move.
Liaise with the Landlord to resolve any maintenance issues.
Design, implement and manage all operational policies, process and procedures including overseeing financial policies, process and procedures ensuring they are updated in a timely manner to achieve the most efficient and effective team environment.
Oversee the day to day finance function including ensuring timely completion of month end close off.
Operational budget planning and management.
Financial and cost modelling for Revenue Share agreements and Rewards to Inventors scheme.
IP cost forecasting.
Organise and monitor commercial codes and costs associated with work carried out by Dstl.
Approval of purchase orders, expenses, invoices, bank payments etc.
Manage/oversee contract service evaluations and manage suppliers of rent, utilities, insurances and other contracts services.
Fix minor office issues, replacing lights and repair minor breakages.
Management of patent case list and exploitation process for the companies Intellectual property portfolio.
Responsible for all administrative export control processes and procedures to ensure the company is compliant with all legal requirements surrounding export control.
Overall admin management of licences, ensuring reporting and financial aspects of all licences are met.
Board support – ensure all Board, Audit and Remuneration Committee meetings are scheduled appropriately through the year. Produce bi-monthly board minutes in a timely manner, following up on actions from the meeting.
Manage and maintain all office records to ensure protection and security of files and records, disposing of records according to retention schedules.
Plan and implement office systems, layouts and equipment procurement.
Support to the CEO and a team of highly qualified and experienced Commercialisation Managers.
Ownership of business continuity planning, ensuring that all plans are updated at regular intervals and disaster recovery is tested on an annual basis to ensure company is resilient.
Perform other related duties as and when required.
Management of IT infrastructure, telephony, equipment, systems and IT support contract to ensure services and equipment are maintained at a high standard, providing day to day support to resolve issues. Planning, monitoring, problem solving and updates.
IT asset management, consider age, suitability of hardware, software, support, end of life and plan replacements.
Licence management – ensure IT support organisation are aware of expiry/renewal of licences etc.
HR & Health and Safety
Ownership of company Health and Safety ensuring company is compliant with current legislation. Responsible for all policies and procedures, which are fit for purpose, up to date and legally compliant. Advise CEO on current issues and future changes which may affect the business.
Oversee effective risk assessments for the business to ensure safety at work, carrying out periodic inspections to identify unsafe equipment, working conditions, practices, fire hazards, addressing any health and safety issues.
Management of HR, ensuring company is compliant with current legislation and all policies and procedures are up to date.
Set objectives for team members and evaluate staff performance, providing on job training and other training opportunities for the team.
3. PERSONAL SPECIFICATION
Experienced self-motivated Operations Manager with knowledge of office administration, IT, human resources and health and safety management.
Financial knowledge would be an advantage.
Negotiation experience with external suppliers, to include contract set up.
Budget management experience.
Must be extremely detail-oriented with the ability to maintain a high level of accuracy in managing, preparing, monitoring and entering information.
Advanced MS Office applications; including Excel; PowerPoint; Word; and Access is required.
Knowledge of Quickbooks, T&E and CRM systems an advantage.
Planning and organisational skills, ability to meet tight deadlines and multi-task in a fast moving team.
Proactive and seeks information to resolve issues.
Ability to adaptable and work in fast-paced environment.
Must maintain the highest levels of confidentiality and data management.
4. CORE COMPETENCIES
- Interpersonal Skills - Builds strong relationships with people internally and externally.
- Analytical Skills - methodical with excellent problem solving skills, dealing with challenges in a systematic and logical manner.
- Communication - Communicates information effectively using the appropriate style and pitch. Demonstrates understanding, delivers communication in a clear, confident and succinct manner.
- Planning, Priority and Organisation - Effective organisation skills. Identifying key objectives for the medium to long term and develop an appropriate action plan, supported by relevant resources.
- Drive and Motivation - Consistently works to exceed set targets, responding positively to challenges that arise by showing renewed determination and drive to overcome problems and improve performance.
- Flexibility - Demonstrates positive attitudes to changes in the business and institutes action in own area to ensure the successful implementation of change.
To apply for the position, please send a cover letter of no more than 1 page and a copy of your CV to Clare Gould by 18th August 2017