Systems And Operations Manager

Merrifield Consultants; Greater London; Hybrid; GBP 40,000 - 45,000; Full time

Job summary

Magic Bus UK, in partnership with Merrifield Consultants, seeks a Systems and Operations Manager to own the systems, processes and operational infrastructure that keep the charity running. You will work closely with the Executive Director and international colleagues in a hybrid Central London setting.

The role covers CRM management, IT support, office operations, HR administration, financial tasks and governance activities, with two days a week in the office.

Qualifications

• Experience managing business operations, suppliers, contracts and priorities.
• CRM/database administration, including data quality and reporting.
• Confidence supporting business systems and coordinating external IT support.
• Strong financial administration skills, including invoices, payments, reconciliations and spreadsheets.
• Sound judgement when handling confidential information.
• Strong communication and collaborative working skills.

Responsibilities

• Own the CRM system, maintain data quality, generate reports and dashboards, manage user access.
• First point of contact for IT queries, administer Microsoft 365, coordinate external IT support and manage licences.
• Oversee day-to-day office and organisational administration, manage suppliers, contracts and renewals.
• Coordinate recruitment administration, onboarding/offboarding, staff records, benefits and HR policy compliance.
• Manage invoicing, payments, expenses, financial records and budgets, support payroll.
• Coordinate Board and committee meetings, governance documentation and policy registers, monitor deadlines and risk management.

Skills

Operations management

CRM administration

Data reporting

Finance administration

Confidential data handling

Communication

Tools

Microsoft 365

CMS platforms

Canva

AI tools

Job description

Merrifield Consultants are delighted to be partnering with Magic Bus UK, an international charity supporting young people from childhood to livelihood, to recruit a Systems and Operations Manager.

Magic Bus supports underserved young people aged 12-25 across India, helping them develop the confidence, skills and opportunities to build brighter futures. Through programmes focused on literacy, numeracy, life skills and employability, Magic Bus has reached more than six million young people.

This is an exciting opportunity for an organised, resourceful and proactive professional to take ownership of the systems, processes and operational infrastructure that keep an organisation running effectively. Working closely with the Executive Director and international colleagues, you will play a key role in improving efficiency, strengthening internal processes and ensuring the organisation has the right systems and support in place to deliver its mission.

Job Title: Systems and Operations Manager

Central London

Working arrangements: Hybrid, with two days per week in the office.

Working pattern: Full-time or part-time considered.

Salary: £40000 - £45000 per annum

Key responsibilities:

• Systems and CRM Management: Take day-to-day ownership of the CRM, maintaining accurate records, managing data quality, producing reports and dashboards, overseeing user access and supporting colleagues to use systems effectively.
• IT and Digital Support: Act as the first point of contact for everyday IT queries, administer Microsoft 365 and other business applications, coordinate external IT support and manage software licences, equipment and subscriptions.
• Operational Management: Oversee day-to-day office and organisational administration, manage supplier relationships, monitor contracts and renewals, coordinate equipment and office requirements, and ensure operational deadlines are met.
• HR and People Administration: Coordinate recruitment administration, onboarding and offboarding, maintain confidential personnel records, administer employee benefits and monitor HR policies and compliance deadlines.
• Financial Administration: Manage invoicing, payments, expenses, financial records and reconciliations, monitor budgets and cash flow, and support payroll, grant expenditure records and year-end financial processes.
• Governance and Compliance: Coordinate Board and committee meetings, maintain governance documentation and policy registers, monitor statutory deadlines, manage insurance administration and support risk management.

Person Specification

Essential

• Experience managing business operations, suppliers, contracts and competing priorities.
• Practical CRM/database administration, including data quality and reporting.
• Confidence supporting business systems and coordinating external IT support.
• Strong financial administration skills, including invoices, payments, reconciliations and spreadsheets.
• Sound judgement when handling confidential information.
• Strong communication and collaborative working skills.

Desirable

• Experience in a charity, fundraising or small organisation.
• CRM workflow improvement, dashboards or automation.
• HR, benefits, Board or compliance administration.
• Familiarity with CMS platforms, Canva, social media scheduling or AI tools.