Overview
We are delighted to be creating this new role due to continued business growth and new frameworks secured. We are seeking a dynamic and motivated Operations Manager to provide practical, hands-on oversight of Raeburn Training’s day-to-day operations. The role coordinates training delivery, quality and awarding-body compliance, finance and administration, health and safety, and the management of associate instructors and third-party providers.
Working closely with the Director and the wider team, the postholder ensures that services are well planned, delivered consistently and supported by proportionate controls suited to a small business. The role line manages designated Finance and Administration team members and escalates significant contractual, employment, financial, safeguarding, compliance or reputational matters to the Director.
Key Responsibilities
Operational Management & Training Delivery
· Oversee day-to-day training operations, working closely with the Director, Training Operations and Academy Manager, instructors and Business Support team so that courses are planned, resourced, communicated and delivered effectively.
· Maintain an overview of delivery schedules, instructor capacity, venues and equipment, learner administration, materials and certification, helping the team resolve operational issues and manage changes promptly.
· Support the onboarding, allocation and ongoing management of employees, associate instructors and third-party trainers involved in delivery, ensuring that they understand requirements and have the information and resources needed.
· Review delivery performance, learner and client feedback, incidents, complaints and workload information, taking practical action to protect quality, service and business continuity.
Quality Management & Assurance
· Maintain and improve a proportionate quality-management and assurance framework, with clear procedures, checks, records and management information, including preparation for ISO accreditation when the timing is right for the business.
· Plan and complete risk-based quality reviews, internal audits and delivery observations across training and business-support activities.
· Manage complaints, incidents, concerns and non-conformities in a fair and consistent way, ensuring that findings and decisions are properly recorded.
· Agree practical corrective and preventive actions, monitor them to completion, confirm that recurring issues are addressed and escalate significant risks to the Director.
Awarding-Body Compliance
· Act as the organisational lead for awarding-body requirements, keeping current with centre and qualification standards, guidance, approval conditions and deadlines.
· Coordinate centre and qualification approvals, external quality assurance, monitoring visits and audits, ensuring that required evidence, policies, records and registers are current and readily available.
· Maintain a practical compliance calendar for submissions, reviews, renewals and actions, working with relevant team members to meet agreed deadlines.
· Address awarding-body feedback and actual or potential breaches promptly, escalating to the Director and coordinating notifications or remedial action where required.
Policies, Audit & Continuous Improvement
· Develop, review and maintain the essential policies, procedures and controlled documents needed by the business, ensuring that they reflect legal, contractual, awarding-body and operational requirements.
· Keep document ownership, review dates and version control simple, clear and workable, and ensure that approved changes are communicated to staff with guidance or training where needed.
· Conduct audits as appropriate and use audit findings, complaints, incidents, learner and client feedback, and management information to identify risks, recurring issues and practical improvements.
· Share good practice, allocate improvement actions and follow them through to completion, escalating overdue or high-risk matters where progress is inadequate.
Third-Party Providers & Associate Instructors
· Maintain proportionate approval, due-diligence and annual-review arrangements for associate instructors, suppliers and third-party training providers, including checks of qualifications, insurance, policies, references and declarations.
· Keep an accurate approved-provider register and risk-based monitoring schedule, including delivery observations and reviews of learner feedback, complaints, records and performance.
· Set clear expectations for delivery, evidence, communication and conduct, and provide constructive feedback with development or corrective actions where needed.
· Increase monitoring, restrict work allocation or recommend suspension or removal where required standards are not met or risks are not adequately controlled.
Finance, Administration & Team Leadership
· Line manage designated Finance and Administration team members through clear priorities, regular one-to-one meetings, workload planning, performance support and development.
· Maintain management oversight of invoicing, purchase administration, payment processing, credit control, payroll inputs, financial records, aged debt and cashflow information, ensuring appropriate approval and supporting evidence.
· Ensure that essential administration processes are documented and consistently followed, key deadlines and cover arrangements are managed, and confidentiality, data protection and record-retention requirements are maintained.
· Identify gaps in capacity, performance or controls and implement practical improvements, consulting the Director and HR support on significant employee or capability matters.
Health, Safety & Business Controls
· Maintain day-to-day oversight of health and safety arrangements, ensuring that risk assessments, safe-start procedures and safe systems of work are current, understood and followed.
· Carry out proportionate workplace and training-delivery safety checks, record required actions and follow them through to completion.
· Ensure that important business controls, records and delegated responsibilities are clear and consistently applied across the team, escalating serious safety, safeguarding, legal, financial or reputational concerns promptly.
Management Reporting
· Provide the Director with concise and timely reports on operational delivery, quality, compliance, finance and administration, health and safety, providers and outstanding actions.
· Maintain accurate trackers, registers and evidence to support management review, business continuity and external scrutiny.
· Highlight emerging risks, capacity issues, overdue actions and decisions that require Director input.
Pay: £35,000.00-£48,000.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
Ability to commute/relocate:
- Kirkcaldy KY1 3NL: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you have a minimum of awareness of Health and Safety in the workplace and willing to undertake further training?
Experience:
- Operations management: 3 years (preferred)
- Quality management: 1 year (preferred)
Work authorisation:
- United Kingdom (required)
Location:
- Kirkcaldy KY1 3NL (preferred)
Work Location: In person
