Job Title: Operations Director

Reports to: Chief Executive Officer

Date: January 2024

Dimensions:

• Responsible for Operations and horizontal support service development which will include organisational structure, and the support departments of Finance, HR, internal payroll administration, quality, environmental and health and safety office administration, and IT.
• The Operations Director is an executive member of the Senior Leadership team and will be expected to make a significant contribution to the strategic, organisational development and operational work of the Institute at a high level, to achieve the Institute’s vision and objectives, working with fellow Directors.

Principal Accountabilities:

• To provide strategy, leadership, motivation and mentoring to all managers (direct and indirect reports), so as to meet the organisation’s objectives and to ensure the contributions of individual managers are maximised.
• To define and establish the administrative framework, process and service standards for providing a robust and high-quality service to employees, members and students of the Institute across all the functions.
• To elicit requirements from other Directors and managers (direct and indirect reports) and coordinate the appropriate high-quality response ensuring that a coherent support strategy is developed and implemented across the
• To advise on, and contribute to, the development, formulation and implementation of policy in respect of all operational areas, preparing reports and position papers on a range of topics and activities as required by the CEO, and to assist in the formulation of strategic intents and objectives.
• To support the CEO, Directors and managers (direct and indirect reports) in seeking improvements to the ways in which education, training, qualifications, events, marketing, membership and the academy is provided at local and national levels.
• To achieve revenue and contribution targets as agreed with the Chief Executive
• To review current process and practice and promote business changes and continual business improvement.
• To work alongside the Institute Secretary to ensure governance and compliance processes in place are aligned to corporate best practice.
• To support the CEO, Directors and managers (direct and indirect reports) in establishing relationships with a broad range of external organisations, including major employer organisations and kindred professional institutes so as to ensure that their interests and needs are fully taken into account in the development of policies and programmes.
• To direct the preparation and monitoring of
• Ensuring compliance with current Health & Safety
• The management of the staff who report directly to this post including performance
• Day-to-day administration and maintenance of the CIPP buildings and
• The provision of catering and housekeeping facilities and services, as

Person specification

• Significant experience of operations management at Director
• Experience of overseeing all financial activities and aspects of a
• Experienced change
• A track record of first-class administrative and project management
• Top quality oral and written communication skills and an understanding of when and how to communicate.
• Sound knowledge of Health and Safety matters or the proven ability to acquire such
• An ability to liaise with key people, whether interested internal parties or external
• Consistency and courtesy in the treatment of others and in the application of
• Drive, determination and resilience; energy, enthusiasm; physical and psychological robustness; discretion and diplomacy.
• Excellent managerial skills and the ability to drive and motivate subordinates while boosting and maintaining their morale.
• An excellent memory and a track record of good record
• Good committee management in following up agreed actions and promises
• Stakeholder An excellent understanding of differing agendas and the ability to relate effectively with key parties.
• The ability to deal accurately with day-to-day important and often urgent details while not losing sight of the overall job purpose.
• Good levels of IT literacy and ability to be project sponsor for a number of priority projects in flight.
• Understanding of the organisational environment and the place that the CIPP holds in relation to government and competitive bodies.
• Common sense and a good sense of
• Able to lead and develop staff creating a meaningful succession plan

Our Values and Mission Statement

Our values of:

• Teamwork

We work together to achieve our goals and objectives to the benefit of the payroll and pensions communities

• Communication

Clear, open and transparent communication with all. To communicate payroll and pensions knowledge with authority

• Trust and honesty

We trust our colleagues and provide a safe environment for honesty within the working environment

• The continuous pursuit of excellence

We actively seek feedback and, on a continuous basis review our ways of working to ensure that we deliver an excellent service to the payroll and pension communities, and to our colleagues

• Professionalism

We will always act ethically, with courtesy and respect, listen to views other than our own and put forward ideas in a positive and constructive manner

and our Mission Statement:

“Supporting and developing payroll and pension professionals through education, membership and recognition”

form part of the fabric of our organisation. The job-holder will ensure they are understood and used in their day-to-day business.

Terms and Conditions:

Salary: Competitive salary offered, depending upon experience

Working week: 37 hour working week (full-time)

Annual leave: 26 days annual leave per annum (plus bank holidays)

Location: Office-based, in Solihull.

Our People Perks

• Hybrid working
• Pension enrolment from first day of service
• Private Medical Insurance and Cash Plan Schemes provided
• Option to buy or sell annual leave days
• Employee Assistance Programme
• Mental Health Hub
• Benefits hub, discounts across a broad range of partners
• Early Fridays, finish half an hour early every Friday
• Close-down over the annual festive period
• 1 paid volunteer day per year to give something back to the community
• Plus many more

Recruitment Process:

Those who wish to be considered should submit a CV, along with a covering letter explaining why they are interested in the post and what they will bring to it and email to [email protected] by no later than 9 February 2024.

The CIPP is an equal opportunity employer who seeks to recruit and appoint the best available person for a job regardless of marital / civil partnership status, sex (including pregnancy), age, religion, belief, race, nationality and ethnic or national origin, colour, sexual orientation or disability.

Job title: Education Services Co-ordinator

Department: Education

Reports to: Education Services Executive

Date: 2023

Responsible for:

The post holder will be responsible for providing the coordination and administration for all qualifications. Supporting students from enrolment to completion and for higher education qualifications graduation. This must be executed to a high and professional standard.

Job context:

The CIPP offer a range of education services including qualifications up to level 7. The post holder is responsible for ensuring the effective administration of our programmes and support to our students. Promoting excellent customer service to the CIPP customers and business departments.

Major responsibilities:

• Day-to-day administration of all qualifications to a high standard
• Coordinate a variety of conflicting timetables
• Customer invoicing
• Provide support to all the CIPP customers
• Monitor for conflicting priorities to ensure delivery of these responsibilities
• Co-ordinate delivery of all learning sessions either face to face or online
• Coordinate all course assessments and resit assessments
• Ensure the e-learning platforms are kept up to date
• Manage a large amount of student and tutor correspondence
• Prioritise own tasks
• Maintain all ISO 9001 processes for the education services team
• Resolve student queries and concerns
• Ensure personal objectives are met
• Maintain effective and professional stakeholder relationships
• Weekend emergency contact for teaching sessions and exams on a rota basis
• Support the Education Services Executive and Senior Education Coordinators in the following:
  • Achieving the overall departmental strategy

• Assist in the maintenance of all documentation such as customer correspondence, enrolment forms and course information, to ensure accuracy

Particular Challenge:

The main challenge is to maintain a consistent high standard of administrative provision whilst faced with demanding deadlines and conflicting timetables. The Education Services team is responsible for a large proportion of the CIPP’s portfolio and can face challenging deadlines. The post holder will need to remain focused on the tasks to be completed.

It should be noted that this role is expected to evolve and, as a result, the job specification will be reviewed at the point of annual appraisal.

Person Specification:

Potential candidates for this post will need to demonstrate the following:

• Data management experience and advanced levels of IT literacy
• Ability to prioritise tasks and meet deadlines whilst maintaining a high standard
• Process driven
• Good oral and written communication skills
• Attention to detail
• Flexibility and determination
• Resilience, not easily deflected by obstacles
• Self-motivated with a positive attitude
• Deliver customer service to best of their ability

Other activities:

The post holder may be required from time to time to undertake other duties to assist the CIPP with its strategy objectives. This role also requires occasional travel, overnight stays, and weekend working.

Qualifications, skills, and experience:

• Excellent knowledge of Microsoft office packages
• Good communication skills
• Time management skills
• Minimum RQF Level 2 or equivalent education

Our Values and Mission Statement

Our values of:

• Teamwork

We work together to achieve our goals and objectives to the benefit of the payroll and pensions communities

• Communication

Clear, open and transparent communication with all. To communicate payroll and pensions knowledge with authority

• Trust and honesty

We trust our colleagues and provide a safe environment for honesty within the working environment

• The continuous pursuit of excellence

We actively seek feedback and, on a continuous basis review our ways of working to ensure that we deliver an excellent service to the payroll and pension communities, and to our colleagues

• Professionalism

We will always act ethically, with courtesy and respect, listen to views other than our own and put forward ideas in a positive and constructive manner

and our Mission Statement:

“Supporting and developing payroll and pension professionals through education, membership and recognition”

form part of the fabric of our organisation. The job-holder will ensure they are understood and used in their day-to-day business.

Terms and Conditions:

Salary: £22,000 – £23,500 (dependent on experience)

Working week: 37 hour working week (full-time)

Annual leave: 26 days annual leave per annum (plus bank holidays)

Location: Office-based, in Solihull.

Our People Perks

• Hybrid working
• Pension enrolment from first day of service
• Private Medical Insurance and Cash Plan Schemes provided
• Option to buy or sell annual leave days
• Employee Assistance Programme
• Mental Health Hub
• Benefits hub, discounts across a broad range of partners
• Early Fridays, finish half an hour early every Friday
• Close-down over the annual festive period
• 1 paid volunteer day per year to give something back to the community
• Plus many more

Recruitment Process:

Those who wish to be considered should submit a CV, along with a covering letter explaining why they are interested in the post and what they will bring to it and email to [email protected] by no later than 18 August 2023.

The CIPP is an equal opportunity employer who seeks to recruit and appoint the best available person for a job regardless of marital / civil partnership status, sex (including pregnancy), age, religion, belief, race, nationality and ethnic or national origin, colour, sexual orientation or disability.

Job Title: Customer Services Administrator (one year fixed-term contract)

Reports to: Membership Manager

Date: July 2023

Job Purpose

The purpose of this role is to support the membership manager and the Institute in the execution and delivery of a high and professional standard of administration.

Dimensions:

• The job holder is responsible for all administration of member services including maintaining and updating member records and providing a high quality customer service to members
• The job holder plays a pivotal role in membership recruitment, engagement and retention through delivery of effective and efficient administration
• Provide support to the membership manager to support the Institute’s growth objectives
• Promote sales across all Institute services through effective communication and customer service

Principal accountabilities:

• Maintain accurate membership records on the CRM system, updating when necessary and using notes to ensure business continuity, including mail and email returns and online address updates
• Contacting members by phone, email, social media or letter for accurate contact details due to:
  • Email bounce backs
  • Postal returns
• To handle enquiries received through the website and inbox and inbound phone calls, and respond accordingly in a timely manner; ensuring that they are logged correctly in the database
• All membership administration from registration, through renewals, invoices and payment collection (online or by credit card)
• Undertake all necessary administration to process delegate registrations for events and training courses and student Foundation Degree enrolments from initial booking through the issue of invoices
• Responsible for the magazines in reception, maintaining filing of past copies, distribution in the office to employees
• Process any postal requests including copies of the magazine
• Issue of bulk membership certificates
• Raising and issue of purchase orders for suppliers
• To participate as necessary in other tasks as required to assist the CIPP in its strategic objectives

This post holder may be required to travel and spend nights away from home to support events.

The above principal accountabilities are to be carried out within pre-determined budget constraint, timescales and quality standards.

Job context:

• The role is integral to the membership function within CIPP and future growth of the Institute and providing an excellent service to all customers
• The role is integral to effective administration and accurate information on the database

What drives the role?

• The role is not stand alone, but is part of a ‘one team’ culture but the post holder must be able to organise their own workload to meet requirements of the business, especially in membership and administration
• Accuracy and attention to detail is essential to maintain the image of the Institute
• As the role encompasses differing responsibilities, the post holder must organise their workload to meet the pace of requirements often working and delivering to concurrent and conflicting deadlines

Nature and Scope of Working Relationships

• Integration with other business areas is key to successful working at the Institute – which requires a high degree of communication skills with peers and managers to be exhibited by the job holder
• The job holder will work closely with and communicate with colleagues, managers, directors, members and all stakeholders
• Key internal stakeholders:
  • Education services team
  • Finance team
  • IT department
  • Training and events team

Particular challenge

The main challenge is to provide a constant professional image for the organisation and to meet all deadlines to time and quality.

Key skills, knowledge and attributes

• Attention to detail particularly when inputting of data
• Excellent written and verbal communication skills
• Excellent communication skills and confident telephone manner
• Excellent organisational skills
• IT literate to a high standard
• Committed to delivering excellent customer service
• Ability to work under pressure and achieve deadlines is essential
• User familiarity with membership-based CRM systems is useful but not essential

Our Values and Mission Statement

Our values of;

• Teamwork

We work together to achieve our goals and objectives to the benefit of the payroll and pensions communities

• Communication

Clear, open and transparent communication with all. To communicate payroll and pensions knowledge with authority

• Trust and honesty

We trust our colleagues and provide a safe environment for honesty within the working environment

• The continuous pursuit of excellence

We actively seek feedback and, on a continuous basis review our ways of working to ensure that we deliver an excellent service to the payroll and pension communities, and to our colleagues

• Professionalism

We will always act ethically, with courtesy and respect, listen to views other than our own and put forward ideas in a positive and constructive manner

and our Mission Statement:

“Supporting and developing payroll and pension professionals through education, membership and recognition”

form part of the fabric of our organisation. The job-holder will ensure they are understood and used in their day-to-day business.

Terms and conditions

Salary: £21,000 gross per annum, pro-rata

Working week: 37 hours (full time)

Annual leave: 26 days per annum (plus bank holidays)

Pension: Group Personal Pension Scheme available

Healthcare: Healthcare and cash plan schemes available

Location: Office-based, in Solihull

Our People Perks

• Hybrid working
• Pension enrolment from first day of service
• Private Medical Insurance and Cash Plan Schemes provided
• Option to buy or sell annual leave days
• Employee Assistance Programme
• Mental Health Hub
• Benefits hub, discounts across a broad range of partners
• Early Fridays, finish half an hour early every Friday
• Close-down over the annual festive period
• 1 paid volunteer day per year to give something back to the community
• Plus many more

Recruitment process

Those who wish to be considered should submit a CV and a cover letter explaining why they are interested in the role and what they will bring to it, by email to [email protected] no later than 20 July 2023.

The CIPP is an equal opportunity employer who seeks to recruit and appoint the best available person for a job regardless of marital/civil partnership status, sex (including pregnancy), age, religion, belief, race, nationality and ethnic or national origin, colour, sexual orientation or disability.

Title: Events and Training Administrator

Reports to: Events and training executive

Date: April 2023

Job purpose

The purpose of this job is to support the events and training team in the delivery of CIPP’s events to a high and professional standard and provide central travel and administration support to other departments of the CIPP.

Dimensions

• The post holder affects several hundred event delegates, students and tutors
• The post holder affects internal and external trainers
• The post holder affects external suppliers
• The post holder affects the CIPP’s events, include flagship events such as the Annual Conference and Exhibition and Graduation ceremony

Principal accountabilities

• Source and execute travel and accommodation requests for whole of CIPP conforming with the relevant policies, sourcing the most cost effective and suitable options and maintaining a financial record of bookings and spend, including Oyster card top ups and distribution
• Build online webinars for CIPP and external sponsor events via event platform (currently WebinarJam)
• Produce final administration for events from badges, networking lists, registration lists, chairs folders and speaker biography sheets
• Assist with all necessary administration to process delegate registrations for both events and training courses, from initial booking through issue of request for funds and reconciliation of payment via credit card or invoice payments
• Produce joining details and relevant communications to delegates in a timely manner
• Produce and monitor feedback analysis for all event delegates
• To assist the marketing team
• To attend events and carry out duties as agreed with the events and training executive including setting up equipment, registering delegates and liaising with the venue
• To participate as necessary in other tasks as required
• To send out delegate communication using the online platform
• Source suppliers and vendors for CIPP events from chartered member gifts and table centrepieces
• Manage and prioritise own tasks and respond to urgent requests within company guidelines

The above are to be carried out within budget constraints and to pre-defined timescales and quality standards.

The post holder will be required, on occasions, to travel, work weekends and spend occasional nights away from home to support events.

Job context

This role is a team member position and is key along with all other team members, to the fundamental purpose of providing administration support to all CIPP business areas.

The post holder operates as part of a team and liaises closely with peers at the same level, as well as with team leaders, managers and members of the senior management team.

What drives the role?

The post holder is required to organise his/her own workload and pace to meet the requirements of the role combined with the overall plan of timelines for events, including short courses, joint initiatives, and conferences.

In addition, monthly and weekly deadlines must be met as well as leaving space for ad hoc requirements and organisational crises.

The post holder abides by policies and procedures as set by the senior management of the Company and operates within these boundaries. He/she also operates within the scope of the accredited Quality Standards – ISO 9001.

Nature and scope of working relationships

Working relationships exist from the CEO of the organisation through all levels of staff to contract staff, students and delegates. Accurate communication in this position, as is the case with all team members, is vital as information needs to be correct to enable a successful service.

It is also necessary to build and maintain internal relationships throughout the business. Key internal stakeholders for this role include:

• Events and training executive
• Events Manager
• Senior management team
• Board of non-executive directors
• Students and delegates
• Suppliers and contractors
• Tutors and trainers
• Internal staff

The post also requires the ability to build and maintain external relationships with suppliers, customer organisations and trainers through written/verbal communication and to receive and provide a good level of product/service.

The post holder is required to assist in all areas of the total business as required to cover busy periods, sickness and authorised and unauthorised leave.

Particular challenge

The main challenge is to provide a constant professional image for the organisation and to meet all deadlines to time and quality.

Skills, knowledge and attributes

The post holder will need to be IT literate to a good standard, which should include working knowledge of Microsoft Office packages.

The post holder will need to have sound communication skills, organisational skills and an ability to manage complete organisational projects. They must have good attention to detail and take pride in the work they produce.

The post holder will need to be flexible, willing, proactive, tenacious, organised, and professional.

He/she will:

• Demonstrate a desire to take the business forward
• Not easily deflected by obstacles in his/her path
• Set clear and challenging goals for self
• Communicate effectively with all levels of staff
• Share information to develop and maintain relationships
• Deal with a wide range of internal and external contacts
• Deliver excellent customer service
• Find the most effective and time-saving ways to solve problems
• Be able to work to tight deadlines

Our Values and Mission Statement

Our values:

• Teamwork: We work together to achieve our goals and objectives to the benefit of the payroll and pensions communities
• Communication: Clear, open and transparent communication with all. To communicate payroll and pensions knowledge with authority
• Trust and honesty: We trust our colleagues and provide a safe environment for honesty within the working environment
• The continuous pursuit of excellence: We actively seek feedback and, on a continuous basis review our ways of working to ensure that we deliver an excellent service to the payroll and pension communities, and to our colleagues
• Professionalism: We will always act ethically, with courtesy and respect, listen to views other than our own and put forward ideas in a positive and constructive manner
• Our Mission Statement: “Supporting and developing payroll and pension professionals through education, membership and recognition”

These form part of the fabric of our organisation. The job-holder will ensure they are understood and used in their day-to-day business.

Terms and Conditions:

Salary: £21,000 per annum gross

Working week: 37 hour working week (full-time)

Annual leave: 26 days annual leave per annum (plus bank holidays)

Location: Office-based, in Solihull

Our People Perks

• Hybrid working
• Pension enrolment from first day of service
• Private Medical Insurance and Cash Plan Schemes provided
• Option to buy or sell annual leave days
• Employee Assistance Programme
• Mental Health Hub
• Benefits hub, discounts across a broad range of partners
• Early Fridays, finish half an hour early every Friday
• Close-down over the annual festive period
• 1 paid volunteer day per year to give something back to the community
• Plus many more

Recruitment Process:

Those who wish to be considered should submit a CV, along with a covering letter explaining why they are interested in the post and what they will bring to it and email to [email protected] by no later than 5 May 2023.

The CIPP is an equal opportunity employer who seeks to recruit and appoint the best available person for a job regardless of marital / civil partnership status, sex (including pregnancy), age, religion, belief, race, nationality and ethnic or national origin, colour, sexual orientation or disability.

Job Title: Finance Executive

Reports To: Finance Manager

Date: November 2022

Job purpose

The purpose of the role is to support the Finance Manager in producing and delivering accurate and timely management and financial information within deadlines, as well as carrying out some of the important daily tasks and assisting with ensuring processes and procedures are up to date and efficient.

Dimensions

The job holder is responsible for daily cash allocation of receipts and payments from the bank, and to assist the Finance Manager with month end accounting procedures as detailed below:

The job holder will:

• Accurately process all receipts and payments in and out of the bank on a daily basis and in a timely manner
• Assist with answering any emails in the Finance inbox, including completion of supplier / client account forms
• Process month end accruals, prepayments and any other journals as required
• Carry out month end reconciliations including debtors/creditors ledgers and bank accounts, resolving any queries
• Assist the Finance Manager with reconciliation of discrepancies or errors identified by liaising with budget holders
• Assist the Finance Manager with month end close down
• Produce monthly payroll reports for tutor fees and send to the payroll provider
• Provide cover for the monthly payroll processing on Sage 50 Payroll in the Finance Managers absence (Payroll is currently processed externally but there are plans to bring it in-house at some point in the future)
• Provide cover for fortnightly expense payments in the Finance Managers absence
• Take responsibility for ensuring all processes & ISO procedures are correctly documented, reviewed and improved, to ensure efficiency and clarity within the department and create new processes and procedures where appropriate
• Assist during the budgeting and forecasting process
• Assist in the production of year end accounts and with any audit queries
• Provide cover for the Finance Assistant when required
• Adhere to the organisations financial policies and procedures
• Suggest changes or improvement to increase accuracy, efficiency and cost reduction
• Understand key drivers of the business and support in driving business performance
• Other finance duties as and when required

Other Activities

The job holder may be required, from time-to-time, to undertake duties other than those listed above, which are identified by the Finance Manager as necessary for the operational management and / or the commercial development of the company. It is essential to be flexible as and when required, particularly at month end and year end, and when covering team annual leave / absences.

Skills, Knowledge and Attributes

• Experience of bank posting and reconciliation
• Experience of processing prepayments, accruals and other month end journals
• Experience of processing monthly payroll
• Experience of Sage 200 accounts and Sage 50 payroll desirable
• Good level of knowledge of Microsoft Office, particularly Excel
• Confident use of computer systems
• AAT level 2 qualified would be preferred
• Excellent mathematical skills
• Excellent communication skills, both written and verbal
• Enthusiastic work attitude
• Self-motivated but demonstrably a team player
• Excellent attention to detail with an ability to spot numerical errors, whilst being able to work with interruptions and to tight deadlines
• Organisational and time management skills to manage competing priorities / deadlines and own workload
• Problem-solving and analytical skills

Particular Challenge:

This is a newly created role and there may be quieter times where the job holder will be expected to work on their own initiative and help to resolve some historical IT and process issues that have taken a back seat due to current workload.

Terms and Conditions:

Salary: TBC (depending on experience)

Working week: 37 hour working week (full-time)

Annual leave: 26 days annual leave per annum (plus bank holidays)

Location: Office-based, in Solihull.

Our People Perks

• Hybrid working
• Pension enrolment from first day of service
• Private Medical Insurance and Cash Plan Schemes provided
• Option to buy or sell annual leave days
• Employee Assistance Programme
• Mental Health Hub
• Benefits hub, discounts across a broad range of partners
• Early Fridays, finish half an hour early every Friday
• Close-down over the annual festive period
• 1 paid volunteer day per year to give something back to the community
• Plus many more

Recruitment Process:

Those who wish to be considered should submit a CV, along with a covering letter explaining why they are interested in the post and what they will bring to it and email to [email protected] by no later than Monday 28 November 2022.

The CIPP is an equal opportunity employer who seeks to recruit and appoint the best available person for a job regardless of marital / civil partnership status, sex (including pregnancy), age, religion, belief, race, nationality and ethnic or national origin, colour, sexual orientation or disability.