Job Title:
Service Manager / Operations Manager
Location:
Manorhamilton Childcare Services
Responsible to:
Board of Directors
Role Purpose – Service Manager Operations Manager
The Operations Manager is responsible for the strategic and operational management of Manorhamilton Childcare Services, ensuring the efficient, sustainable and compliant operation of the organisation across all business functions. Reporting directly to the Board of Directors, the Operations Manager has overall responsibility for the financial management, administration, human resources, governance, facilities, regulatory compliance and business development of the service. The postholder will ensure that the organisation operates efficiently, remains financially sustainable and fulfils all contractual, statutory and funding obligations. The Operations Manager will work in close partnership with the Educational Manager / Deputy Manager to support the delivery of high quality early learning and care and afterschool services, while maintaining a clear operational focus. The role also involves representing the organisation and developing effective relationships with funding bodies, regulatory agencies, Leitrim County Childcare Committee, Pobal, Tusla, government departments and other external stakeholders to support the ongoing growth and sustainability of the service.
Key Responsibilities:
1. Strategic Leadership and Operational Management
The Operations Manager will provide strategic leadership for the operational management of Manorhamilton Childcare Services, ensuring the organisation is effectively managed, financially sustainable and compliant with all statutory, regulatory and contractual requirements.
The postholder will:
- Coordinate the day to day administration of the service including operational planning, staffing information, scheduling systems and organisational workflows.
- Ensure the ongoing financial sustainability and operational viability of the service.
- Develop systems which promote efficiency, accountability and continuous organisational improvement.
- Support the implementation of the organisation's strategic plan and contribute to future business development.
- Ensure efficient operational systems are maintained across all areas of the organisation including finance, admissions, administration, facilities management, staffing administration, information management and regulatory compliance.
- Work collaboratively with the Educational Manager / Deputy Manager to ensure operational systems effectively support high quality childcare practice.
- Prepare operational reports, recommendations and business proposals for consideration by the Board of Directors.
- Represent the organisation professionally with external agencies, statutory bodies and community stakeholders.
2. Financial Management and Business Administration
The Operations Manager will have overall responsibility for the financial administration and commercial sustainability of the organisation.
This includes responsibility for:
- Preparing and monitoring annual operational budgets.
- Financial forecasting and cash flow planning.
- Monitoring expenditure and identifying opportunities for improved financial efficiency.
- Management of company accounts in conjunction with the appointed accountant.
- Payroll administration and Revenue compliance.
- Accounts payable and receivable.
- Manage all company invoicing using QuickBooks, process supplier payments, monitor outstanding invoices, reconcile accounts and maintain accurate financial records.
- Parent fee management, invoicing, payment plans and credit control procedures.
- Procurement of equipment, resources, consumables and contracted services.
- Completion and management of all HIVE administration.
- Administration of ECCE, Core Funding, NCS, AIM and all other applicable funding schemes.
- Preparation and accurate submission of grant applications and funding returns within prescribed deadlines.
- Identification of additional funding opportunities to support service development.
- Preparation of financial reports and performance updates for the Board of Directors.
- Ensuring compliance with all financial obligations required by DCEDIY, Pobal and other funding bodies.
3. Governance, Compliance and Regulatory Assurance
The Operations Manager will ensure that Manorhamilton Childcare Services consistently operates within all legislative, regulatory and contractual requirements.
Responsibilities include:
- Maintaining organisational compliance with all relevant legislation.
- Ensuring compliance with contractual obligations under State funding programmes.
- Coordinating organisational readiness for Tusla inspections, Pobal compliance visits, funding audits and other regulatory inspections.
- Maintaining accurate organisational records and administrative systems.
- Overseeing organisational policies, governance documentation and operational procedures.
- Ensuring compliance with GDPR, Data Protection legislation and organisational record management.
- Maintaining statutory registers, licences and required documentation.
- Developing operational policies which support good governance and organisational effectiveness.
- Maintaining appropriate organisational risk registers and compliance monitoring systems.
4. Human Resource Management
The Operations Manager will support the Board of Directors in all aspects of organisational human resource management.
Responsibilities include:
- Workforce planning and recruitment.
- Employee induction and onboarding.
- Garda Vetting administration.
- Staff contracts, qualifications, training, registration and employment documentation renewals.
- Performance management systems.
- Attendance management.
- Collaborate with Deputy Manager during Leave management and staff rota oversight.
- Identification of staff development needs.
- Coordination of mandatory training.
- Management of disciplinary, grievance and capability procedures.
- Ensuring compliance with employment legislation and organisational HR policies.
- Supporting succession planning and workforce development.
(Pedagogical mentoring, curriculum supervision and practice leadership remain the responsibility of the Educational Manager / Deputy .)
5. Facilities, Health and Safety
The Operations Manager will ensure that all premises, equipment and operational systems are maintained to the highest standards.
Responsibilities include:
- Oversight of building maintenance and repairs.
- Planned preventative maintenance.
- Management of contractors and service providers.
- Security systems, alarms and access controls.
- Fire safety management.
- Health and Safety compliance.
- Risk assessments.
- Accident and incident reporting systems.
- Insurance administration.
- Equipment maintenance.
- Environmental health compliance.
- Cleaning contracts and hygiene standards.
- Ensuring operational readiness of all facilities.
· Coordinate operational maintenance schedules, building servicing, contractor management and facilities administration.
· Maintain organisational health and safety documentation and inspection records.
6. Admissions, Administration and Information Systems
The Operations Manager will oversee all administrative systems required for the effective operation of the service.
This includes:
- Admissions and enrolment administration, child registrations, enrolments and waiting lists.
- Waiting list management.
- Child registration systems.
- Maintenance of organisational records, including accurate child and family records.
- Digital management systems.
- Maintain HIVE, TeachKloud, QuickBooks and associated digital information systems and financial software administrations.
- Act as the first point of contact for parents and guardians regarding admissions, funding and administrative enquiries.
- Communicate with families regarding programme information, funding documentation and fee administration.
- Database management.
- Reporting systems.
- Record retention.
- Operational documentation.
- Order office supplies and maintain stock levels.
- Administrative procedures that support efficient service delivery.
- Schedule meetings and maintain administrative calendars.
7. Stakeholder Engagement and External Relationships
The Operations Manager will act as the principal operational liaison with external organisations.
Responsibilities include developing productive relationships with:
- Board of Directors.
- Pobal.
- DCEDIY.
- Leitrim County Childcare Committee.
- Tusla.
- Revenue Commissioners.
- Accountants and auditors.
- Funding agencies.
- Local Authority.
- Community organisations.
- Suppliers and contractors.
- Professional support agencies.
The Operations Manager will Respond promptly to stakeholder enquiries and administrative matters and communicate organisational updates and operational information as required.
The postholder will ensure timely communication, reporting and compliance with all external stakeholders.
8. Business Development and Organisational Growth
The Operations Manager will contribute to the long term sustainability and growth of Manorhamilton Childcare Services by:
- Identify opportunities to improve operational systems, administrative processes and organisational efficiency.
- Monitoring occupancy and service utilisation.
- Supporting marketing and community engagement initiatives.
- Support administrative planning for future service development.
- Identifying opportunities for service expansion.
- Developing new programmes in response to community need.
- Supporting fundraising initiatives and grant development.
- Monitoring operational performance through key performance indicators.
- Promoting innovation, efficiency and continuous improvement across all operational functions.
Other Related Duties
· To assist with the organisation of and to partake in fund-raising and promotional events as required.
· To keep confidential all personal information regarding the children and their families, the staff
· and the full day care centre and afterschool in line with the Confidentiality Policy and Procedure of the and the Data Protection Acts 1998-2003.
· Prioritise competing workloads while maintaining high standards of accuracy and confidentiality.
· Demonstrate professionalism, discretion and excellent organisational skills in all aspects of the role.
· Support the efficient operation of Manorhamilton Childcare Services through continuous improvement of operational systems.
· To take on other responsibilities as reasonably requested by the Board of Directors of
· Manorhamilton Childcare Services
This job description may be reviewed, updated and/or amended from time to time in line with the
needs of the service and as required by the Board of Directors of Manorhamilton Childcare Services
The above Job Description is not intended to be a comprehensive list of all duties involved and
consequently, the post holder may be required to perform other duties as appropriate to the post
which may be assigned to him/her from time to time and to contribute to the development of the
post while in office.
Please note that no panel will be formed as a result of this recruitment campaign
Pay: €40,000.00-€60,000.00 per year
Benefits:
Work Location: In person
