Head of Department

Job description

We are seeking an experienced Head of Department: Operations to lead The Rooms Network’s business operations and support services, covering facilities and office management, occupational health and safety (OHS), procurement, IT support, asset management, enterprise systems and digital platforms. Reporting to the Chief Operating Officer (COO), the successful candidate will lead the Operations team, coordinate assigned cross-functional initiatives and ensure safe, reliable and cost-effective operational services. The role will oversee platform implementation, administration, user access and digital adoption, drive continuous improvement and provide operational support to the COO.

Key duties and responsibilities

 Operational leadership and COO support:

• Provide operational and administrative support to the office of the COO.
• Translate approved COO priorities into implementation plans with clear actions, responsibilities, milestones and reporting requirements.
• Coordinate assigned cross-functional initiatives, monitor dependencies and delivery, and escalate risks and unresolved matters within delegated authority.
• Lead and develop the Operations team, set performance expectations and service standards, and oversee the quality and capacity of administrative support to the COO.
• Develop and maintain operational plans, policies, SOPs, standards and controls, and drive continuous improvement.
• Lead assigned operational projects to improve service delivery and organisational performance.
• Contribute to the management team and implement assigned EXCO and MANCO initiatives.

Facilities OHS and asset management:

• Oversee the effective management and maintenance of company offices, buildings, facilities, equipment, and related infrastructure.
• Ensure facilities remain safe, functional, secure, clean, fit for purpose and compliant with applicable OHS requirements.
• Coordinate emergency preparedness arrangements relating to facilities, including evacuation procedures and emergency equipment.
• Prepare facilities management reports covering maintenance, expenditure, incidents, projects, risks, and service-provider performance.
• Provide managerial oversight of OHS implementation, including risk assessments, inspections, training, emergency preparedness, incident management and corrective actions.
• Oversee the asset lifecycle, including acquisition, receiving, tagging, recording, allocation, movement, maintenance, verification, return, replacement and disposal, in coordination with Finance.

Procurement vendor and budget management:

• Oversee the organisation’s procurement activities to ensure goods and services are sourced efficiently, competitively and in accordance with approved procurement policies and procedures.
• Ensure appropriate procurement controls, approval levels, segregation of duties, and supporting documentation are maintained.
• Review and approve procurement activities within delegated authority.
• Lead or support supplier negotiations and monitor contracts, service levels, quality and delivery performance in coordination with Finance and relevant governance functions.
• Develop and manage operational budgets covering IT, procurement, facilities, OHS and related support services. Monitor expenditure against approved budgets, investigate significant variances and identify cost-saving opportunities without compromising service quality or compliance.
• Promote fair, transparent, ethical, and accountable procurement practices.
• Support annual budgeting and forecasting by providing accurate operational requirements and cost projections.

 IT enterprise systems and digital adoption:

• Oversee the delivery of day-to-day IT support services and ensure user incidents and service requests are resolved within agreed turnaround times.
• Ensure effective management of IT hardware, software, systems, applications, licences, subscriptions and related technology resources.
• Lead the business implementation, administration and lifecycle management of assigned enterprise systems and digital platforms.
• Oversee authorised user onboarding, role and permission changes, offboarding and periodic access reviews, together with licensing, workflows and approved system changes.
• Ensure IT policies, procedures, standards, user guides, and supporting documentation are developed, maintained, and communicated.
• Coordinate user training, support and digital adoption, and monitor platform utilisation and operational benefits.

Operational risk reporting and business Continuity:

• Monitor operational KPIs, service standards, outstanding actions and corrective measures, and provide accurate, decision-ready reports to the COO and relevant management forums.
• Oversee operational risks, controls and mitigation actions to reduce business disruption and improve resilience and escalate specialist or material risks to the appropriate owners.
• Support business continuity and emergency response planning, testing and coordination during operational disruptions.

Requirements

• A relevant bachelor’s degree or diploma in Operations Management, Business Administration, Facilities Management, Supply Chain or Procurement, IT Service Management, Business Systems, or a related field.
• At least eight years’ relevant experience in business operations, shared services or operational management, including at least three years at management level.
• Demonstrated experience leading multidisciplinary operational teams and managing budgets, procurement, vendors, assets and operational service delivery within delegated authority.
• Proven experience coordinating cross-functional initiatives, translating decisions into implementation plans and reporting to senior management.
• Experience implementing and administering enterprise systems or digital platforms, including user lifecycle management, access governance, workflows, training and adoption.
• Practical exposure to facilities management, procurement, IT support, OHS/SHERQ, operational risk and audits.
• Working knowledge of Microsoft 365 and SharePoint.
• Strong leadership, planning, financial, commercial, vendor management and problem-solving skills.
• Excellent communication, stakeholder engagement and report-writing skills, with the ability to influence across functions.
• Integrity, professionalism, discretion and sound judgement.

Advantageous:

• Experience in a multi-entity, holding company, media, ICT or similarly fast-paced environment
• Exposure to workflow, project management, policy management, e-signature, AI or business intelligence platforms such as Asana, PolicyTech, DocuSign, ChatGPT or Power BI.

In accordance with our Employment Equity goals and plan, preference will be given to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto. Preference will be given to persons with disabilities.   

Applicants who have not been contacted within four weeks of submitting their application should assume that their application has been unsuccessful.

Posted on 12 Oct 09:41, Closing date 25 Oct