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Head of Operations

Posted on:  16-Jun-2022
Job Req ID:  987
Division:  School (SCH)
Department:  Operations (40000792)

JOB TITLE: HEAD OF OPERATIONS 

Links to: Principal 

 

WHO ARE WE?

Nexus is an empowering, learning-focused community. We strive to create an honest, open and innovative community with our learners, parents and peers. We believe that we have something unique and special here, we are proud to be different in the way we work; and how we teach and learn.

 

WHO ARE WE LOOKING FOR?

At Nexus, we do things differently.  Each member of staff is valued and recognised as a unique individual collaborating as part of a supportive community, to elevate one another with innovative ideas. Our strategies emerge from the collective positive mindsets of our colleagues.  You will experience high levels of ownership and empowerment in your role. 

 

JOB DESCRIPTION

The Head of Operations, working closely with the School Principal, is responsible for leading the operations team to provide smooth, efficient and effective operational support for the school. The postholder is also responsible for providing strategic leadership in formulating, developing and executing strategies and programmes as part of the overall strategic direction of the School. The Head of Operations plans, directs and manages the performance of internal operations, in order to maintain and develop business growth in accordance to the overall strategy.

 

The Head of Operations role is entrusted with responsibility for oversight and management of the operations functional areas of Finance & Purchasing, People & Culture (Human Resources), ICT Systems & Processes, Accreditation, Facilities Management, Administration, campus building projects and outsourced services. S/he will work closely with the Principal and other functional teams including Academic and Services ensure a smooth running of the school. 

 

KEY RESPONSIBILITIES

 

Finance & Purchasing

Responsible for financial management of the school is well managed in accordance with Accounting Principles and that systems and processes are adhered to.

 

  • To support the Finance Manager to ensure smooth running of the Finance and Purchasing functions of the School 

  • To oversee overall financial management, planning, systems and controls 

  • To lead annual budget preparation with SLT and lead the presentation of the final annual budget to BOD

  • To have oversight of the quarterly reforecast financial figures

  • To monitor the school’s budget vs actual spent and highlight issues to management for the purposes of driving efficiency and continuous improvements 

  • To ensure that internal controls are implemented and in place to protect and safeguard company’s assets 

  • To maintain appropriate controls to ensure costs are within budgeted levels set based on projected learner numbers

 

People & Culture (Human Resources)

Responsible for long term planning of HR requirements and costing for the school. Also responsible for ensuring all Guidelines from Government and Head Office are adhered to.

 

  • To translate the strategic and tactical business plans by identifying and researching human resources issues; contributing information, analysis and recommendation to SLT 

  • To evaluate and advise on the long range planning of new programs/strategies and regulatory action as it impacts the attraction, motivation, development, productivity, performance and retention of the people resources of the school

  • To participate in the design and establishment of organisational structures and staffing to effectively accomplish the School’s goals and objectives 

  • To forecast the HR budget on headcount, payroll and other related HR costs

  • Prepare and oversee the annual budget in consultation with the Principal, People & Culture (HR) Manager and Finance Manager before submitting to TEG

 

ICT Systems and Processes

Responsible to ensure that systems and processes are fit for purpose and running efficiently

 

  • To ensure that all business systems are fit for purpose

  • To contribute to short and long-term organisational planning and strategy

  • To develop an environment with systems and processes in place which will enable and encourage operational efficiency

  • To actively look for ways improvements can be made to the internal functions of NISS, define benefits of making changes and implement any approved changes

 

Accreditation

  • To collaborate with Heads of School in directing and overseeing the development, implementation and administration of the school’s accreditation, assessment and program review processes in support of the school’s education goals

  • To lead the development of the school’s operations policies and procedures ensuring compliance with all accreditation or statutory requirements

  • To monitor and ensure that all compliance activities are effectively integrated and support the school’s accreditation objectives

  • To represent the school to various governmental agencies and external accreditation bodies
     

Facilities 

  • To work with the Facilities Manager to provide excellent and prompt Facility Management services, building related equipment maintenance and M&E services

  • To have oversight of the management of the budget and cyclical maintenance of building fabric and M&E assets/ equipment within the premises

  • To build and maintain good relationships with various internal and external stakeholders

  • To provide strong leadership and develop the competency and capabilities of the team

  • To manage operational processes to ensure effective reporting

  • To manage new/ future infrastructure/ projects

 

Outsourced Services

  • To oversee the following integrated management services, and review these services regularly to ensure that the services are met at a professional standard:

    • Food and beverage

    • Security

    • Transport

    • Cleaning

    • Landscaping

    • Other projects and areas as relevant

 

Risk Management

  • Implement and assist in the development, review and maintenance of various policies including Health and Safety, Security and Environmental 

  • Ensure that the school meets best practices in risk management

  • Ensure statutory compliance with Health and Safety legislation, conducting risk assessments, monitoring performance and reviewing procedures 

  • Chair the Health and Safety Committee

  • Oversee organisational insurance policies

 

Other Projects, Duties and Responsibilities

  • Take a leadership role as being a member of SLT and be involved in the various management matters, BOD, MMM, SLT meetings and prepare any necessary proposals/papers as required 

  • Liaise with TEG and Taylor’s Schools on relevant projects, programmes or matters 

  • Be responsible for assigned projects from time to time 

  • Other duties as required

 

EXPENDITURE AUTHORITY

According to the Taylor’s Schools Strategic And Operations Approval Matrix.

 

KEY RELATIONSHIPS

The Head of Operations reports to the Principal. The Head of Operations will be responsible to lead and manage the following functions: 

  • Finance & Purchasing 

  • People & Culture (Human Resources)

  • ICT Systems & Processes 

  • Accreditation 

  • Facilities 

  • Outsourced services

  • Administration

 

In addition the Head of Operations will develop and maintain effective working relationships with:

  • Taylor’s Schools Office

  • Senior Leadership Team (SLT)

  • Other academic staff

  • Administrative staff

  • Parents
     

QUALIFICATIONS AND SKILLS

  • A relevant degree/Master in Business Management, Finance Management, ICT or Computer Science equivalent 

  • At least 15 years in management level or similar work experience

  • At least 5 years in Senior management role or equivalent 

  • Experience in an International School environment or educational institution preferred

  • Comprehensive understanding of international school/educational institutions operations

  • Understand work operational systems, procedures, standards and practices in various area of supervision

  • Understand and interpret financial statements and reporting

  • Possess good IT skills and knowledge, with proficiency in MS Applications such as Excel, Word, Powerpoint or Google workspace (previously known as G Suite) is a must 

  • Must be able to analyse data and statistics for trends and patterns with exceptional skills in using Excel or Google sheet 

 

We are looking for someone who can

  • Think and work strategically with the senior leadership team & head office 

  • Lead and manage the operations team and work closely with other departments/functions 

  • Establish and maintain good relationships with colleagues, learners and parents 

  • Communicate effectively orally and in writing 

  • Positively influence others 

  • Listen actively 

  • Lead, motivate and engage with colleagues

Nexus International School (Singapore) is committed to the safety and wellbeing of our children and families. Nexus endorses the Convention on the Rights of the Child, which Singapore ratified on 11 December 2008, and establishes a clear policy and guidelines to protect our learners from maltreatment by any person or persons who come in contact with them in any environment.


Nexus International School (Singapore) is an equal opportunity employer. We respect and seek to empower each individual and value the diverse cultures, perspectives, skills and experiences within our school.

 

Whilst every effort has been made to explain the main duties and responsibilities, the role may be revised from time to time.

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