Head of Operations

Taylor's Education Group; Kuala Lumpur; On-site; MYR 120,000 - 180,000; Full time

Job summary

A prominent educational institution in Kuala Lumpur seeks a Head of Operations to lead operational support, financial management, and human resources within the school. The ideal candidate will have 15+ years of management experience, including 5+ in a senior role, and experience in an international education setting. Proficiency in financial analysis and strong leadership skills are essential for driving operational efficiency and strategic initiatives.

Qualifications

• 15+ years of management level experience or similar.
• 5+ years in a senior management role.
• Experience in an international school environment preferred.

Responsibilities

• Lead operations team to provide effective operational support.
• Manage financial aspects ensuring adherence to accounting principles.
• Oversee human resources and staff planning requirements.

Skills

Leadership and management

Financial management

Operational systems understanding

IT proficiency

Data analysis

Education

Relevant degree/Master in Business Management or Finance Management

Tools

MS Excel

MS Word

MS PowerPoint

Google Workspace

Job description

The Head of Operations, who reports to the Chief Operating Officer of Taylor’s Schools, will be responsible for leading the operations team to provide smooth, efficient and effective operational support for the school. The Head of Operations also provides strategic leadership in formulating, developing and executing strategies and programmes as part of the overall strategic direction of the School. The Head of Operations plans, directs and manages the performance of internal operations, in order to maintain and develop business growth in accordance with the overall strategy. The Head of Operations oversees and manages the operations functional areas of Finance & Purchasing, People & Culture (Human Resources), ICT Systems & Processes, Accreditation, Facilities Management, Administration, campus building projects and outsourced services. The Head of Operations will work closely with the Principal and other functional teams including Academic and Academic Support to ensure the smooth running of the school.

KEY RESPONSIBILITIES

Finance & Purchasing

Responsible for financial management of the school to ensure it is well managed in accordance with Accounting Principles and that systems and processes are adhered to.

• To support the Finance Manager to ensure smooth running of the Finance and Purchasing functions of the School
• To oversee overall financial management, planning, systems and controls
• To lead annual budget preparation with the Senior Leadership team and lead the presentation of the final annual budget to BOG
• To have oversight of the quarterly re-forecast financial figures
• To monitor the school’s budget vs actual spend and highlight issues to management for the purposes of driving efficiency and continuous improvements
• To ensure that internal controls are implemented and in place to protect and safeguard company’s assets
• To maintain appropriate controls to ensure costs are within budgeted levels set based on projected learner numbers

People & Culture (Human Resources)

Responsible for long term planning of HR requirements and staffing for the school. Also responsible for ensuring all Guidelines from Government and Head Office are adhered to.

• To translate the strategic and tactical business plans by identifying and researching human resources issues; contributing information, analysis and recommendation to SLT
• To evaluate and advise on the long term planning of new programs/strategies and regulatory action as it impacts the attraction, motivation, development, productivity, performance and retention of the human resources of the school
• To participate in the design and establishment of organisational structures and staffing to effectively accomplish the School’s goals and objectives
• To forecast the HR budget on headcount, payroll and other related HR costs
• Prepare and oversee the annual budget in consultation with the Principal, People & Culture (HR) Manager and Finance Manager before submitting for final approvals

ICT Systems and Processes

Responsible to ensure that systems and processes are fit for purpose and running efficiently

• To ensure that all business systems are fit for purpose
• To contribute to short and long-term organisational planning and strategy
• To develop an environment with systems and processes in place which will enable and encourage operational efficiency
• To actively look for ways improvements can be made to the internal functions of TIS, define benefits of making changes and implement any approved changes

Facilities

• To work with the Facilities Manager to provide excellent and prompt Facility Management services, building related equipment maintenance and M&E services
• To have oversight of the management of the budget and cyclical maintenance of building fabric and M&E assets/ equipment within the premises
• To build and maintain strong relationships with various internal and external stakeholders
• To provide strong leadership and develop the competency and capabilities of the team
• To manage operational processes to ensure effective reporting

Outsourced Services

• To oversee the following integrated management services, and review these services regularly to ensure that the services are delivered to a high standard:
• Food and beverage
• Security
• Transport
• Cleaning
• Landscaping
• Other projects and areas as relevant

Implement and assist in the development, review and maintenance of various policies including Health and Safety, Security and Environmental. Ensure that the school meets best practices in risk management. Ensure statutory compliance with Health and Safety legislation, conducting risk assessments, monitoring performance and reviewing procedures. Oversee organisational insurance policies. Take a leadership role as being a member of the Senior Leadership team and be involved in the various management matters, BOG, MMM, Senior Leadership team meetings and prepare any necessary proposals/papers as required. Liaise with Taylor’s Schools on relevant projects, programmes or matters. Be responsible for assigned projects from time to time. Other duties as required.

EXPENDITURE AUTHORITY

According to the Taylor’s Schools Strategic And Operations Approval Matrix.

KEY RELATIONSHIPS

The Head of Operations reports to the Taylor’s Chief Operating Officer. The Head of Operations will be responsible to lead and manage the following functions:

• Outsourced services

In addition the Head of Operations will develop and maintain effective working relationships with:

• Other academic staff

QUALIFICATIONS AND SKILLS

• A relevant degree/Master in Business Management, Finance Management, ICT or Computer Science equivalent
• At least 15 years in management level or similar work experience
• At least 5 years in Senior management role or equivalent
• Experience in an International School environment or educational institution preferred
• Comprehensive understanding of international school/educational institutions operations
• Understand work operational systems, procedures, standards and practices in various area of supervision
• Understand and interpret financial statements and reporting
• Possess good IT skills and knowledge, with proficiency in MS Applications such as Excel, Word, Powerpoint or Google workspace (previously known as G Suite) is a must
• Must be able to analyse data and statistics for trends and patterns with exceptional skills in using Excel or Google sheet

COMPETENCIES (BEHAVIOURAL)

• Think and work strategically with the senior leadership team & Taylor’s Schools Office
• Lead and manage the operations team and work closely with other departments/functions
• Establish and maintain good relationships with colleagues, learners and parents
• Communicate effectively verbally and in writing
• Positively influence others
• Lead, motivate and engage with colleagues