Head of operations

Location: 24 Bedford Row, London WC1R 4EH 

Responsible to: Director 

Responsible for: Translation and Administration Officer 

Salary: £35,000-40,000 per annum 

Contract: part-time, permanent 

Hours: Three days a week, generally to be worked between the core hours of 9am and 6pm Monday to Friday. This role will require occasional evening work. 

 

This role is ideal for someone who likes to implement and oversee efficient operations. Sound like you? Apply!

Established in 1921, English PEN is the founding centre of PEN International, a worldwide writers’ association with 145 centres in more than 100 countries. We campaign to defend writers and readers in the UK and around the world whose human right to freedom of expression is at risk, through campaigns, residencies, events and translation programmes.  

We are now looking to recruit a highly organised head of operations to maintain, develop and improve our administration structure and establish office systems in our central London office. 

This is a senior role, ideal for someone who likes to implement and oversee efficient operations and who understands the HR, legal and governance requirements and logistics of a small charitable organisation. 

English PEN is keen to encourage applications from all members of the community regardless of gender, age, disability, ethnicity, gender identify, sexual orientation, religion belief, marital status, pregnancy or any other personal circumstance who are under-represented in the creative industries and charity sector. 

 

Responsibilities 

General management 

• Take responsibility for English PEN’s office and equipment, acting as first point of contact for the office lease and larger-scale equipment purchases 
• In liaison with the Director, ensure English PEN is appropriately insured and policies up to date
• Manage IT and telecoms provision with support from external IT contractor as appropriate
• Ensure reports to funders, including Arts Council England, are submitted on time, liaising with the Director and wider staff team to ensure appropriate systems are in place to collect the required information
• Be the main point of contact for HR within the organisation 
• Oversee recruitment, induction, development and training of staff and volunteers 
• Oversee contract management for permanent staff, freelancers and other contractors and English PEN adheres to all relevant legislation 

Governance 

• In consultation with the Director and Chair, coordinate board meetings and set the annual business schedule 
• Attend and minute all trustees’ meetings and working groups as required 
• Ensure trustees are correctly registered and maintain the register of trustees in accordance with company law 
• Work with the Director and Membership & Events Officer, to organise the Annual General Meeting 
• Ensure accurate and timely reporting to statutory bodies including Companies House and the Charity Commission 

Policies & Procedures 

• Ensure all company policies and procedures, including the Staff Handbook, are relevant and appropriate and promote good practice, including Equality, Diversity and Inclusion, Safeguarding, Health and Safety, and Environmental Sustainability 
• Maintain an effective filing and data management system for the organisation 

 

Knowledge, skills, experience

Essential 

• Previous experience in an administrative or operations role 
• Understanding of the charity sector and related HR, legal and governance requirements 
• Strong organisational skills: 
• Self-motivated 
• Able to meet deadlines 
• An eye for detail and follow up  
• Discretion and trustworthiness; you will often be party to confidential information 
• Excellent communications skills, both in writing and verbally 
• Highly competent in Office 365 and Microsoft Office 
• Problem solving aptitude 
• Ability to work on own initiative as well as being an enthusiastic team player 
• A commitment to the principles of diversity and equality and to implementing these within all areas of work 
• Knowledge and enthusiasm for English PEN’s mission and values 

Desirable 

• A passion for literature 

 

Deadline for applications: 9am, Wednesday 1 June 2022 

Interviews will take place on Thursday 16 June 2022 at English PEN’s office 

Please note, applicants must be current UK residents with a legal right to work in the UK. 

 

Leave and benefits 

15 days annual leave (plus a pro-rata calculated public holiday allowance) in addition to office closure during Christmas period 

English PEN has a hybrid working policy in place for all staff 

Employer contributory pension scheme 

Counselling service offered to all staff 

 

Please make sure that you state in your application that you found this role via Creative Access.