We are currently recruiting a Central Services Manager to join our team at Courier Facilities LTD (CFL) based at Heathrow Airport.
To run the central service for the business ensuring the smooth running of the non-operational functions
[Note: In addition to these functions employees are required to carry out such other duties as may reasonably be required]
2. Requirements for the job (for fully acceptable performance)
Educated to degree level or equivalent professional qualification in a similar role
Expertise of facilitating the back office functions of HR and Finance is essential
Previous logistics experience desirable but not essential
Experience of working within a regulatory environment including ISO standards
Microsoft Excel Advanced
Good knowledge of all other relevant business information packages within the Microsoft suite.
·Financial Parameters – as agreed with the MD
·Spending limits – as agreed with the MD
·Staff responsibilities – full responsibility of managerial duties within own team
4. Nature and Scope
Reporting to the Managing Director, the Central Services Manager will have responsibility for up to 6 employees made up of the Customer Services function, Administration function, Compliance and Audit controls (Aviation Security, HSE, Customs Regulations, (AEO), ITD, Management Reporting *Finance and *HR.
*denotes partially outsourced
Key relationships with the Managing Director, management team, managers, customers, suppliers, regulatory bodies, outsourced business partners and other stakeholders are an important part of this role.
The specific demands of the role are described through the principal accountabilities outlined in Section 5. The expected key competencies and key performance indicators for the effective execution of the role are outlined in Section 6 and 7, respectively.
5. Principal Accountabilities
·Ensuring the business is adequately resourced by working with the HR partner to establish a robust organisational structure and HR policies and procedures
·Ensure that budgets, cash flow forecasts and management accounts are created in a timely manner in conjunction with the Finance partner
·Leading the Central Services team using motivational methods and ensuring a highly engaged and committed team is in place and developed accordingly
·Responsibility for the design of systems, processes and policies to ensure that legal and regulatory obligations are met and where possible exceeded
·Responsibility for ensuring that a robust auditing regime is in place to test – systems, processes and policies and to ensure that these are being followed and are effective for the business needs
·Responsibility for ensuring that the non ‘operations’ elements of the CFL business function effectively and efficiently
·Responsibility for the creation of policies and processes to create and present timely management information which demonstrates the effectiveness of the control environment, whilst establishing reporting systems to monitor business performance across all aspects of the CFL business
·Ensuring that health, safety and the environment are integral to the culture of the organisation
·Engaging with customers and manage customer relationships with the wider operation
·Ensuring that areas of responsibility achieve defined standards and KPI’s as agreed by the senior management team
·Provide the Board of Directors with the relevant information in a timely and accurate manner
6. Key Competencies
·Show a balance between formal and informal styles of communication.
·Have the ability to talk with authority on the organisation.
·Look for alternative ways to present information.
·Good at handling questions.
·Construct concise and accurate reports.
·Have the ability to explain things in a manner that ensures everyone knows what is expected of them.
·Able to negotiate effectively.
·Able to effectively communicate required standards.
·Must be extremely structured in the handling of information.
·Have the ability to change style to suit the circumstances of people.
·Have the ability to change people’s attitudes so that they work more effectively.
·Always be seeking to ‘set the standard’.
·Comfortable at creating the right atmosphere.
·Give appropriate recognition or reward for excellent performance in order to improve motivation.
·Ensure a clarity of goals.
Influence & Persuasion
·Able to obtain agreement easily.
·Can argue a case financially and protect the company’s position.
·Able to give people the full picture in order to win them over.
·Willing to challenge situations and not accept things as they are.
·Able to diffuse emotional situations.
·Able to demonstrate promptness and assertiveness when tackling situations.
People & Self Development
·Able to identify peoples training and development requirements.
·Can identify an individual’s competency deficiencies and recommend improvement measures.
·Can plan and execute effective succession planning with identified key individuals.
·Able to effectively cascade down departmental goals and objectives to be achieved.
·Can develop skills of others so that they can deputise.
·Able to let people know what is expected of them.
·Can selectively delegate activities in order to develop staff.
·Able to operate in an empowering environment.
·Maximise decision output throughout.
·Able to apply the correct amount of accountability and support with delegated responsibility.
·Understand the key performance areas / indicators of the department and their financial implications.
·Can understand the elements which generate profit / loss.
Planning & Organisation
·Proactive when building plans and contingencies including financial budgeting.
·Continually review ways to maximise resources.
·Ability to delegate effectively.
·Can demonstrate an understanding of what can be realistically achieved.
·Able to control continuity of department by effective maintenance of control devices.
·Must be able to demonstrate total control over all documentation.
·Can identify ways to ‘add value’.
·Have a clear awareness of employment legislation and company employment policy.
·A clear awareness of health and safety legislation and company health and safety policy is desirable
·Experience of management accounts and managing an outsourced function for HR and Finance
·Ability to make objective and reasonable decisions under pressure in various situations.
·Able to challenge basic assumptions in order to solve a problem.
·Can foresee potential problems and define solutions.
·Able to trouble shoot within the department.
Flexibility & Adaptability
·Can adapt to suit the culture of the department.
·Ability to implement alternative solutions after due consideration.
·Eager to take on more responsibility.
·Must be able to process high volumes of data whilst maintaining attention to detail.
·Has the ability to identify alternative improvements within the department.
·Capable of changing initiatives into action.
Internal / External Customer Focus
·Able to maintain a customer focused environment within the department.
·Can resolve customer complaints in an appropriate manner.
·Have a general knowledge of the IT infrastructure and capabilities of the department.
·Must be competent in spreadsheet analysis and modelling.
·Must be proficient in the use of MS Office. And other specified software.
·An accomplished team builder.
·Able to set SMART Specific – Measurable – Attainable – Relevant – Traceable) goals.
·Able to set up measures to monitor performance against targets.
·Able to identify the source of problems.
Contact: Laura-Jane Wootton