Your role is to manage a range of Central Services for the Eikon Charity and to be a familiar constant presence in the Eikon offices. Central Services includes IT, Data Compliance, Health and Safety, Facilities. Facilities includes the site at Fullbrook and the associated site maintenance of the cabins and the garden. In addition to this you will line manage the reception function on site. A portion of the role will be managing outsourced providers who are accountable to support the specialist nature of these services. These outsource providers include Health and Safety (Croner) IT (ramsac) Data Protection (Satswana). You will also support the service data management work, this involves monthly reporting and service data provision, in accordance with the reporting calendar.
Responsibilities
IT Management
Manage the operational IT delivery via Eikon’s IT partner (ramsac)
Manage the continuous improvement of the IT infrastructure
Oversee and direct the work and tasks of the data officer (IT support)
Attend quarterly management meetings with outsourced IT provider including technical IT consultant visits
Oversee Help Desk approvals
Review monthly total IT estate in partnership with ramsac and Data Officer
IT hardware, software and comms:
Manage the relationship with repair partner (one touch) and disposal partner (CPR)
Manage the procurement processes for hardware, the installation and allocation of hardware (e.g. printers, AV equipment, laptop, mobile devices, wifi infrastructure etc.) with the support of the Data Officer
Manage the communications licenses with our comms partner (DRC)
Oversee the MS license estate and allocation of MS software and our third party applications
Contribute to planning and assist with the delivery of the IT roadmap
Data Protection and Management
Manage data compliance in accordance with relevant legislation and regulations (GDPR), with support from the fractional data protection provider, Satswana
Manage the relationship with Satswana (outsourced Data Protection Officer)
Ensure Data Protection Impact Assessments are in place across the organisation
Recording and reporting of routine data breaches, escalating if significant breach has occurred
Data Reporting (Services)
Support with the provision of data to help monitor and evaluate all services in line with ambitions
Collaborate with line manage on bespoke data requests
Support the organisation in ensuring data integrity of reports
Manage the monthly reporting templates (Mindworks outputs, Data Protection Impact Assessments, Internal outputs and Internal outcomes)
Manage the quarterly reporting templates (Mindworks outcomes, Innovations Grant, Youth Support Practitioners end of term reporting, Fundraising Strategic reports, data for exec report and data for bespoke reporting requests)
Responsible for reviewing and recommending changes to the Data Protection Policy
Fire, Health and Safety
Responsible for fire, health and safety management and standards across the whole organisation, supported by a specialist organisation (Croner)
Responsible for managing the Health and Safety relationships with the outsourced provider (Croner)
Responsibilities include but aren’t limited to: Fire, Health and Safety Policy
Ensuring Fire Health and safety procedures in place for the Fullbrook site
Monitoring and where possible ensure the organisation is implementing the relevant policies, procedures and associated forms across the organisation for Fire, Health and Safety
Raising Fire, Health and Safety risks and working collaboratively with Leadership to put in place measures to mitigate against them
Facilities
Manage the facilities at Fullbrook, including the provision of reception roles and responsibilities, office and garden maintenance and support to onsite teams, interior and exterior décor – including noticeboards
This includes line management of your team and dotted line supervision for garden club volunteers for garden maintenance; this includes managing the relationship with the gardening contractor
Overseeing annual compliance checks. e.g Pat Testing; Smoke alarms; air conditioning units
Managing the relationship with the outsourced cleaning contractor (Minster Cleaning Services)
Responsible for reception cover. From time to time it may be necessary for you to support in filling gaps in reception cover. i.e. sickness/holidays/absence
In collaboration with colleagues continuously improve the facilities space, always focusing on the service users and underpinned by a strong ethos of equality diversity and inclusion, wellbeing and safeguarding
Responsible for coordinating scheduled and unscheduled site maintenance
Review, with oversight from appointed Trustee, our organisational insurance; ensure it is fit for purpose, renewed in a timely manner and manage the relationship with our Brookers WRS