Operations Support Manager

Ayrshire Cancer Support; Kilmarnock; On-site; GBP 30,000 - 45,000; Full time

Job summary

Ayrshire Cancer Support is seeking an Operations Support Manager to oversee daily operations, manage services, and lead a team in providing essential support to those affected by cancer. The ideal candidate will have a strong background in operations and administration, excellent communication skills, and a commitment to the organization's values.

Qualifications

• Experience in managing operations and staff is essential.
• Strong communication and organisational skills required.
• Familiarity with databases and confidentiality protocols preferred.

Responsibilities

• Lead and support a team of Service Coordinators.
• Oversee Care Services administration processes.
• Manage CRM system inputs and outputs effectively.

Skills

Operations Management

Customer Relationship Management (CRM)

Team Leadership

Data Analysis

Communication

Education

Experience in Business Administration

Tools

Blackbaud

Microsoft Office (Word, Excel)

Job description

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The Role

An exciting opportunity has arisen within Ayrshire Cancer Support for a dynamic, outgoing professional with a talent for operations, administration and Customer Relationship Management (CRM) system experience to join our team.

The Role

An exciting opportunity has arisen within Ayrshire Cancer Support for a dynamic, outgoing professional with a talent for operations, administration and Customer Relationship Management (CRM) system experience to join our team.

Reporting to our Director of Care Services, youll lead, support and motivate a small team of dedicated Service Coordinators and Administrative Volunteers. You will oversee and optimise daily operations, maximising productivity and efficiency, by managing resources effectively. Youll have responsibility for the smooth running of each of our key end-to-end administrative processes; Care Service Support; Patient Transport; and Banking and Acknowledgement of Donations. Our Operational Support Manager will be the custodian of our CRM system, providing high-quality inputs and outputs, ensuring appropriate procedures are in place, completed efficiently and monitored regularly.

The position is suited for a well organised and dedicated individual with high levels of integrity and great attention to detail and the ability to communicate effectively with people at all levels, whilst displaying commitment to our values.

Whilst third sector experience is desirable, this is not essential.The role is a full-time opportunity and will be based between our locations in Kilmarnock and Ayr.

About Us

We provide essential services and support across Ayrshire, free of charge, to people affected by cancer and their families. As the sole organisation in Ayrshire dedicated to providing practical and emotional support for all stages of the cancer journey, Ayrshire Cancer Support relies on donations and fundraising to deliver high quality, professional facilities and services that the people of Ayrshire depend on. From our warm, welcoming drop-in centres, through to providing transport to vital appointments patients may not otherwise get to, and a wide range of tailored support services in between, we are here for everyone in Ayrshire affected by cancer, whatever the nature or level of their need.

About The Role - Our Operational Support Manager Will...

• Line manage and lead our Service Coordinators, coordinating tasks and prioritising workload.
• Support, encourage and assist our Administrative Volunteers and Driver Volunteers.
• Ensure a best-in-class service for people contacting and/or attending our support centres, maintaining confidentiality requirements and whilst ensuring relevant policies are adhered to.
• Operate and maintain our in-house CRM (we use Blackbaud) in conjunction with Microsoft and other computer applications including Word, Excel and Canva.
• Track and analyse data to produce accurate statistics and reports that inform management, board reports and grant applications, attending management meetings as required.
• Conduct regular evaluations which contribute to the continuous improvement and sustainability of our services.
• Oversee our Care Services administration processes, ensuring people contacting our centre(s) receive direct support and referrals are allocated in a timely manner.
• Ensure our Patient Transport Service processes are followed, including the coordination of our weekly transport service and out of hours support, supporting Driver Volunteers where required.
• Manage receipt of donations, including arrangement of each of our accounting, banking and timeous thank you processes.
  
  

About You - Ideally you'll have...

• Line management experience within a business administration environment and be experienced in the coordination and management of service delivery.
• Excellent communication skills, being highly organised and suitably efficient, leading your team by example, while having the ability to work effectively as part of our wider team.
• Sound knowledge and experience of working with operational Databases and understand the importance of confidentiality and our GDPR responsibilities.
• Demonstrable experience of working to stringent policies, associated procedures and operational objectives.
• Cash handling experience and familiarity with banking processes would be advantageous as would experience of logistics coordination in a control room environment or similar, however neither of these are essential requirements.
  
  

You'll Demonstrate...

• Compassion, Care, Kindness and be passionate about our values and supporting people affected by cancer..
• Confidence in your operational abilities, strong administration, communication and interpersonal skills.
• A first-class work ethic and be able to pro-actively work on your own initiative, as well as being a great manager, motivator and team player.
• Logical thinking, and proficiency in handling multiple demands and priorities, with the ability to prioritise, as well as working effectively to deadlines.
• Ability to work at a fast pace, making swift decisions to deliver effective solutions and appropriate support.
• Enthusiasm and openness to change, whilst being adaptable and flexible to ways of working.
  
  

A full driving licence and access to a vehicle for work commute purposes is an essential requirement of the role.The successful candidate will be subject to a PVG disclosure.

To apply, please use the 'Apply' button above and submit your CV and a covering letter which explains why you believe youll be the ideal candidate for the role.

Deadline for applications is Friday 18 July 2025, however we may review this date dependent on application volumes.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Hospitals and Health Care

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