We are looking for an Office Manager to be the key person of the organisation's central operations, providing an effective administrative support function at our offices. You will need to be proactive, systematic and solutions focused, have two years administrative experience, be literate, numerate and have good IT skills and the ability to provide a high quality,professional service to our clients and the beneficiaries we support. Excellent communication and negotiation skills, a willingness to explore new ideas and approaches, learn new skills and take on new challenges is essential. Experience of working in a growing charity or income-generating organisation in the sector, and direct exposure to and knowledge of the needs of the Latin American communities and the charity sector will be distinct advantages.

The post is part-time, 28 hours per week over four days. Flexible working arrangements may be available and you will occasionally be available on evenings or weekends.

How to apply

If you are interested in joining our team, please visit the Job vacancies section on our website and submit your completed application and monitoring forms by the 6th of October 2020.

Interviews will be held on Thursday 15th of October 2020

We may receive a large number of applications and unfortunately we may not be able to reply to everyone. If you do not hear from us five days after the deadline, please assume you have not been shortlisted. We wish you good luck.

We welcome applicants for all age groups, backgrounds and genders. We are a London Living Wage Employer.

Prospectus are pleased to be partnering with one of the largest providers of business- related degree courses in Europe. They are currently looking to recruit a Receptionist to contribute to the effective operation of the university by providing a reception service for students, staff and visitors across two sites.

There are 2x roles available, both being offered on a 12 month fixed term contract.

The post-holder will be responsible for providing an excellent customer service and be the first point of contact for all students and visitors to the campus as well as assisting with clerical duties, hospitality and event services. Tasks include assisting with the induction of and enrolment of students, managing room bookings and supporting the conferencing and events service for the university. A key part of this role also includes dealing with general enquiries both face to face, over the phone and via email together with managing the sign-in process and issuing access cards to new students/staff.

To be considered for this post, you will have previous experience working in a fast-paced customer focused environment, ideally in a reception role. You will also be expected to have exceptional time and task management abilities along with excellent written and oral communication skills. The successful candidate will work proactively with the ability to act with initiative and be a strong team player. Although not essential, experience of the further/higher education sector would be advantageous. As part of this role, you will be required to work occasional evenings so must be flexible.

Please initially apply with a Word Copy of your CV - more information about the role and the organisation will be provided to suitable candidates.

*Please note, we are currently experiencing high volumes of interest in vacancies so it may not be possible to answer any individual queries on positions prior to an application*

Receptionist/Administrator wanted for the Fourth Feathers Youth & Community Centre near Marylebone Station.  Term-time only, working from 8.30 am to 4.30 pm Monday to Friday. Role involves administration tasks, using Microsoft Office programmes and Sage software, data monitoring system as well as responsibility for the building.  Good communication and numeracy skills essential, wiliness to learn and experience working with children and young people desirable. Salary £22,000 - £25,000 p.a.  pro rata.  Please refer to the Job Description and  send in an Application Form. Deadline is 14 September 2020 but we reserve the right to change the closing date depending on the number of applications received.

Purpose of Job

 
To assist the Facilities Manager in the smooth running of all BITC’s offices. This includes

assisting in the maintenance of high levels of safety and good housekeeping across all BITC offices; 

Co-ordination of service visits in line with BITC’s health and safety and contractual obligations to all BITC offices; Liaising with contractors and suppliers and support management of contracts.

 he post holder will also provide administrative support to the facilities manager and excellent customer service to staff and act in absence of the Facilities Manager in times of emergency

Main Responsibilities / Accountabilities

Facilities Management

• Support the Facilities Manager in the management of all BITC buildings
• Act as first point of contact for all building related issues and liaise with the FM to find resolutions
• Co-ordinate building service visits for all offices:
• Fire detection and prevention equipment
• Security Alarm
• Emergency Lighting
• Water Coolers
• Manage day to day service contracts dealing with any issues
• Co-ordinate repairs and maintenance ensuring minimum downtime:
• Building Maintenance
• Photocopiers
• Water Coolers
• Franking Machine
• Ensure general maintenance and repairs are carried out safely and efficiently by external maintenance contractors. Note that, from time to time, it will be necessary to attend the building outside working hours during evenings or weekends to supervise out of hours work undertaken by contractors
• Keep records of maintenance and identify reoccurring issues and propose solutions

• Undertake regular inspections of completed work and service contracts

• Monitor spend on regional postal account ensuring sufficient funds are available across all offices
• Environmental management - Record monthly energy, water, and waste usage. Identify irregularities

• Responsible for safe keeping of all building keys

Housekeeping

• Monitor and encourage staff to follow procedures and policies for Shepherdess Walk and address issues

• Walk the job weekly at Shepherdess Walk to identify issues
• Inspect Shepherdess Walk meeting rooms & kitchens to replenish stock and remove non fixed items

• Replenish and tidy stationery trays frequently at Shepherdess Walk removing any unauthorised materials 
• Monitor onsite storage and general housekeeping at all regional offices. Working with each office to keep their space tidy and free from hazards
• Liaise with teams regarding offsite storage, oversee monthly content reviews and work with teams to reduce storage and costs where possible

Stationery

• Day to day management of stationery contract including purchasing and monitoring spend
• Meet quarterly with supplier to review contract and identify cost saving opportunities
• Weekly stock checks at Shepherdess Walk

Cleaning

• Regularly check of quality standards to ensure that daily and periodic cleaning is carried out in line with the cleaning specification across all regional sites
• Maintain good hygiene standards across all regional offices and ensure cleaning contracts deliver value for money
• Ensure cleaning products and chemicals are safely stored in line with COSHH (Control of Substances Hazardous to Health) regulations
• In accordance with the WEEE (Waste Electrical and Electronic Equipment) Directive ensure the safe disposal of electrical and electronic equipment

Telephones

• Issue fixed line numbers for new starters at Shepherdess Walk
• Update Reception telephone system regularly with regards to leavers and team changes
• Liaise with IT regarding any faults
• Day to day management of mobile contract: ordering devices, updating spreadsheet of changes, returned devices and troubleshooting. Liaising with our internal IT department and our external mobile phone provider on all relevant mobile issues.

Finance

• Check, sign off and process all 2CS (Facilities budget) invoices for payment and follow up discrepancies with suppliers
• Support the Facilities Manager with budget setting and operational expenditure

H&S

• Support the Facilities Manager during the risk assessment process and co-ordinate remedial works
• Induct new starters at Shepherdess Walk
• Lead, manage and administer BITC’s internal DSE Assessment programme, liaise with the Facilities Manager on responses to DSE requests and issues
• Arrange training for fire wardens and first aiders for Shepherdess Walk

Admin support

• Provide daily Reception cover at Shepherdess Walk
• Provide administrative support to the FM Team

Other tasks

• Assist with one-off projects as required

Special working conditions

• Travelling across the UK region is required
• Occasional travel outside of working hours will be expected
• Manual handling training is required for this role.

Seeking an experienced Office Manager to join our Management Team at Disability Positive

We are Disability Positive. We provide services, opportunities and a voice to people living with disability and long-term health conditions, and their families. We know it matters, because we live with disability and long-term health conditions too.

Due to restructure, we now have an exciting opportunity for an experienced Office Manager who will be responsible to the Head of Services, as an instrumental part of our Management Team. The successful candidate will be responsible for the effective management, development and performance of the reception/administration team in addition to acting as Duty Manager for the company. Furthermore, the successful candidate will also be responsible for the day to day management of the premises, health and safety, data protection, facilities and tenants.

You must have experience of office management, meeting targets, time management and organisational skills. In addition, you must have experience of working within a busy and varied position of responsibility, ideally with a good understanding of Health and Safety and Data Protection management, be able to communicate effectively at all levels, and be able to work under pressure.

If you are interested in this exciting challenge and think you have the required skills to work in our busy office, please download a candidate pack and an application form and return by the closing date.

Interviews will take place on Thursday 1st October 2020.

Disability Positive are an equal opportunities employer. Applications from disabled people/people with lived experience of disability and long-term conditions are particularly welcome.

We are looking for an energetic destitution worker for a post created to respond to the needs of Praxis clients under the Covid-19 emergency.  The postholder will work closely with Praxis reception, advice team, groups staff and volunteer coordinator supporting clients in our waiting list and destitute/at risk of destitution with referrals and signposting to other organizations and well as administering hardship funds. The post holder will need an understanding of rights and limitations facing migrants and people with no recourse to public funds during Covid. 

Praxis is a dynamic, award-winning human rights charity supporting migrants in crisis or at-risk, ensuring that their essential human needs are met and that they are able to overcome the barriers they face. We have more than 35 years of experience working with migrant communities, and in 2019 we supported around 2,000 people through expert legal advice, housing and peer support. Our holistic approach supports people away from a point of crisis and destitution towards safety, economic independence, social engagement and greater emotional wellbeing.

At Praxis, we work to build community, challenge exclusion and discrimination, influence policy and improve services. We played a leading role in exposing the Windrush scandal and advocate and campaign for lasting changes to policy and practice to address the root causes of the issues faced by at-risk migrants.

We are an equal opportunity employer and strongly encourage applications from those with lived experience of migration, and from diverse applicants regardless of age, disability, gender reassignment, marital/civil partnership status, race, religion or belief, sex, sexual orientation, or pregnancy/maternity leave status.

Inspire supports young people to create a positive future for themselves. We are looking for a term-time School Administrator to act as the first point of contact at our alternative provision school, Inspired Directions, and to provide high-quality administrative support for our school team.

Based in the heart of Hackney, Inspired Directions School supports 15 young people aged 14-16 who have found it difficult to engage with mainstream education. Our work enables young people to believe in themselves, gain qualifications and build a positive pathway for their future.

Our small, nurturing space offers young people holistic support; as well as working towards GCSEs in English and Maths, students can opt to study for two days per week with our partner college to gain Level 1 and Level 2 BTEC qualifications. We offer art and music therapy on-site, as well as project-based learning in music and drama. 

Inspired Directions School is part of Inspire, a Hackney-based charity which connects young people with the world of work. With over 1,000 employer and school partnerships, we find work placements for students, giving them the best chance to succeed in their chosen career.  

Working in a small school can be incredibly rewarding. Focusing on positive outcomes for students, you will have direct contact with young people, working within a small and passionate team.

Our ideal candidate will be enthusiastic and professional, will thrive in a busy environment and will have excellent customer service skills.

We're looking for a great communicator who is highly organised to provide administrative support to the clinical team and liaison with the young people and the network of support around them in order to facilitate their attendance at Baobab.

The role includes facilitating the work of Baobab’s staff and volunteer team by organising clinical and casework sessions and multi-disciplinary meetings with support networks, liaising with referrers, lawyers, foster carers, social workers and key workers and occasionally with the Home Office and Social Services managers. The role also includes administrative management of clinical files, supporting staff to access and manage their notes and filing using the online database, and coordinating the referral and assessment process.

The Baobab Centre works with young asylum seekers and refugees the significant majority of whom arrived in the UK as unaccompanied minors. All have experienced either or both organized and inter-personal violence and most have experienced a very difficult journey into exile in the UK . All experience significant difficulties in the UK in accessing care and destitution, housing education, adequate health care and asylum. All, as a consequence suffer specific and particular vulnerabilities including the cluster of symptoms referred to as complex post- traumatic stress disorder, as a consequence of the interaction of their overwhelming experiences, in their home countries, on their journeys into exile and in exile in the UK. Most also have significant strengths and resiliencies and the capacity to develop new resiliencies. Our aim as an organisation is to address and work through their vulnerabilities and to enable them to access old resiliencies that have been suppressed by their traumatic experiences and to enable them to develop new resiliencies and strengths through participating as fully as they are able in the life of the Baobab Non-Residential Therapeutic Community.

The post-holder will become part of our multi-professional team and the expectation is that s/he will participate fully in the life of the Baobab community.

Recruiting for a Night Support Worker to join our Homelessness and Complex Needs service in Southwark!

GBP 22,360 per annum plus 25 days Annual Leave, Pension schemes, Staff discounts, healthcare and more working 40 hours per week.

Manor Place Hostel and David Barker House, provide supported housing for individuals with a history of homelessness and complex needs. This vary from ex-offending, substance misuse, mental health, domestic violence, etc.

Job Overview:
As a Night support worker, you will be working as part of a team as well as with external agencies such as London Probation Service, local substance misuse services, Mental health teams, and police amongst others. Sometimes customers may not be linked in with agencies when they enter the service, as a support worker it is part of your role to ensure they are receiving the correct support from agencies required. Ideally, you will have experience of working with vulnerable people or an understanding of the needs of homelessness. You will be required to support customers with managing their arrears; ensuring housing benefit is applied for as well as monitoring payments and acting appropriately if payments are suspended in order to ensure customer does not fall into any arrears. You will be responsible for supporting the working shift pattern of the service which is a five week rolling rota which consists of working some weekends.

Key Responsibilities:
- Undertake key-working responsibilities for a caseload if assigned by the Team Leader/ Manager
- Undertake initial and continuous assessment of needs and potential risks and agree levels of support and actions
- Create support/action plans for providing appropriate services based on the assessment and reflecting the services and resources available
- Support customers to undertake all domestic tasks wherever possible, including practical assistance where they have not yet developed the skills, to ensure customers enjoy a high quality of accommodation
- Proactively develop and maintain links with all key agencies, local statutory, and service providers in the local community to provide a range of engagement opportunities for customers in the community
- Empower customers to ensure they receive the service and benefits they are entitled to
- Undertake all administrative work and keep accurate and comprehensive tenant/customer records to professional standards
- Encourage and enable tenants to pay their rent and to ensure that rent accounts are managed effectively in conjunction with the Housing Management team
- Adhere to Look Ahead's Policies and Procedures (local and organizational)
- Building supportive, trusting relationships with customers and creating a positive atmosphere
- Working proactively with other members of the team to handle the service caseload and administrative responsibilities
- Supporting customers to set personalised goals in the form of a Support Plan if needed
- Full responsibility over handover. Received from the afternoon staff, update, deliver this to the day staff and save it
- Management of risks associated with customers, visitors and the hostel, within an attitude of 'positive risk taking'
- Signposting and providing support with daily living activities, including practical assistance to support customers to independent living
- Supporting customers to maintain a healthy environment and where appropriate assisting them to clean their room and maintain good personal hygiene
- Ensure the hostel and the customers are safe during the night. Making sure all patrols have been done accordingly and that they are properly updated on handover. To make sure that welfare checks are done
- Support the team with the VOID work. By getting rooms ready to let, etc.
- Maintaining health and safety of the building
- The expectation of the NSW is to organise the night shift, including the patrols the concierge will do or the time they need to be in reception. If there are any problem regarding the organization or the relationship between the concierge and the NSW, it should be notified to management
- Detailed contact with customers should be documented (SCS, DCR, etc), night staff should engage allocated customers inviting them for KWS
- Night staff must be sitting at reception and not in a back office, always alert and vigilant (not sleeping even during the break). Staff is not allowed to have headphones on at work. Reception shutters should always remain open and only should be closed on extreme circumstances during a risk period. Reception lights should be kept on at all times
- Night staff will be responsible of updating CIMS and booking in and out
- Undertake any other duties consistent with the grade and nature of the post as may be reasonably assigned by the Manager/Team Leader

For the full job description, please visit the Look Ahead website.

The post holder will work closely with the Director in managing the operations of the Baobab Centre including responsibility for maintaining and generating income, leading the financial management of the organisation and managing Human Resources, Health and Safety and all operations in relation to the smooth running of the Centre. We’re looking for an exceptional candidate who can commit to working with a very diverse group of young people (including some very troubled young people) and staff as a senior member of staff and who has particular strengths in relation to developing strong, warm and open relationships with all members of the Community.

Hours: Full time (35 hours per week)

Key relationships: Director, all staff and volunteers, Baobab young people, Trustees, Consultant Fundraiser, Management Accountant

Responsible for: Administrators x 3 (Fundraising, Finance, Clinical), Fundraising Officer, Office volunteers

Responsible to: Director

Key Responsibilities of this Role:

1. Lead the Financial Management of Baobab including developing budgets, working with the management accountant to produce accurate management accounts, and convening a regular meeting of the finance committee.
2. Lead in the Management and Operationalising of Baobab Fundraising and the relationships with Trusts and Major Donors in collaboration with Director and Fund-Raising Team.
3. Ensuring Baobab is a friendly, functional, warm and safe place to be through good management of the premises where Baobab is based.
4. Responsibility for all elements of Health and Safety for staff and young people.
5. Responsibility for Human Resource functions.
6. Manage all organisational systems including online filing systems and ensuring they are easily accessible and well-functioning for all staff (Some clinical staff will need support in accessing and using the online record system).

Please see full Job Description and Specification in the link below. To apply by filling in our Application Form and returning it to us by middnight on Sunday 4th October 2020.

As we face the challlenges of COVID 19, we're looking for a dynamic, motivated and solutions focussed Facilities Officer to help us safeguard our beneficiaries, our colleagues and the communities we serve, and to ensure the efficient running of our buildings and services.

The Facilities Officer at the Winch plays a vital role in ensuring the Winch is a welcoming, safe and inclusive organisation. You'll help ensure we meet all  requirements for building maintenance and for health and safety, and contribute to developing and embedding great policies, practices and procedures.

You will need a good level of understanding and knowledge of facilities management; including managing within a budget; undertaking, scheduling or commissioning planned maintenance and/or one-off repairs; demonstrating a good practical grasp of  legislation relating to health and safety; and keeping up to date with statutory guidance and best practices.

You will be responsible for the efficient and effective day-to-day running of the buildings, including opening and closing procedures, overseeing our essential infrastructure and cleaning, and managing room hirers. As an integral part of our small, committed and supportive team you will deliver a service that supports our community and helps us to achieve our ambition to help every child succeed.

Family Action has been a leading provider of services to disadvantaged and socially isolated families since its foundation in 1869. We work with over 45,000 children and families a year by providing practical, emotional and financial support through over 100 services based in communities across England. 

A further 150,000 people benefit from our educational grants and information service. We tackle some of the most complex and difficult issues facing families today – including domestic abuse, mental health problems, learning disabilities and severe financial hardship.

The Facilities department manages all Assets and Estates that Family Action own or lease across the organisation. Overseeing 165 services across England, we manage and address all issues with hardware, networks and buildings nationwide. 

Reporting to the Head of Facilities, the Assets Administrator will be responsible for the efficient control and ordering of all assets and expenditure on networks.

The successful post holder will have a good level of competence in Microsoft Office and be proficient in Excel. You will be able to work under pressure, achieve targets and meet deadlines. A confident communicator, you will be comfortable working in a small team environment where priorities can change at short notice. 

Our Values: People focus, Mutual Respect, Excellence-in-all-we do and a Can-Do attitude.

If you can relate to these and have the necessary skills and attitude we can offer you:

• A competitive salary, leave entitlement and pension scheme
• Career development opportunities
• A full induction and on going quality training
• The opportunity to become part of Family Action initiatives
• Flexible working hours
• Managed work loads with regular supportive and reflective supervision

Person Specification 

Essential

1. A friendly, helpful and welcoming manner as well as excellent written and oral communication skills.
 

2. Ability to deal calmly and efficiently with difficult situations both on the telephone and face to face.
 

3. Experience of setting up and running office systems, maintaining records and collating statistics.
 

4. Experience with Outlook, Word and Excel.
 

5. Ability to organise own work and time, using own initiative and recognise matters that require urgent attention.
 

6. Experience of working within a team providing a service to others.
 

7. A commitment to the aims, objectives and ethos of Family Action including its equal opportunities policy.
 

8. To ensure you have an understanding (appropriate to your role) of, and comply with Family Action’s procedures for promoting and safeguarding the welfare of children and vulnerable adults.
 

9. To comply with Family Action’s Diversity & Equality Policy and our Ethical Policy in every aspect of your work and positively promote the principles of these policies amongst colleagues, service users and other members of the community.
 

10. To comply with Family Action’s Health and Safety Policy, Data Protection Policy and to protect your own and others’ health, safety and welfare.
 

11. To work flexibly as may be required by the needs of the team and carry out any other reasonable duties as required.

Desirable

8. Expertise in Salesforce CRM.

Please visit our current vacancies page to download an application form and the documents to apply. 

Closing date: 21st September at 9am 

Operations’ Manager: £34,00 – £35,000

Full time - 3 Months Contract with potential for extension

This is a key role in the Senior Management Team responsible for the day-to-day operations of the Charity, Admin staff and Volunteers

We also have a vacancy for a:

Thinking Space Facilitator:  £60 - £65 per hour depending on experience

Start in September 2020 - Bi-weekly Sessions - 1 Year Contract

The Claudia Jones Organisation and the Tavistock & Portman NHS Foundation Trust is seeking a Facilitator for their therapeutic Thinking Space group for women of African and Caribbean heritage who have experienced trauma.

HOW TO APPLY

Please email a CV and cover letter with the Subject: Operations Manager. The cover letter should detail where you saw the role advertised, how you meet the person specification and why you are interested in the role in no more than 2 sides of A4.

If you wish to express an interest in the Facilitator’s Role, please send an email to address in this job advert  for job description and specification.

Please write the Name of the Post in the Subject Line of Your Email.

We will close the applications as soon as we have received sufficient applications.

An enhanced DBS disclosure is a requirement for all post and 2 references.

Black and ‘Minority Ethnic’ Women only need apply (Schedule 9, Part 1, 158 and 159 Equality Act 2010). All posts are subject to an enhanced vetting and barring check. No agencies please.

JOB DESCRIPTION

OPERATIONS MANAGER

Operations’ Manager: £34,00 – £35,000

Full time - 3 Months Contract – Potential for extension

This is a key role in the Senior Management Team responsible for the day-to-day operations of the Charity, Admin staff and Volunteers

OUR BACKGROUND Claudia Jones Organisation (CJO) is one of the few African Caribbean Women and Families organisations in London. Founded in 1982 at the request of Caribbean women, CJO delivers family centred services for women with children age 0-17, gender-based violence support, connections for older people, health and wellbeing activities, counselling and therapeutic interventions to inspire and empower African Caribbean heritage women and families. CJO is committed to a culture of bold leadership, innovation in all aspects of our work, partnerships and most crucially, accountability to those we serve.

Our National Lottery Community Fund project builds on our earlier Hackney Women’s Haven partnership services that sought to foster women’s freedom from violence, discrimination, and exclusion, supporting women to stay safe and make positive changes to their lives. The focus of our work under this role will be to foster a therapeutic approach to providing a cohesive specialist support service for African Caribbean heritage women and families. This will include working within CJO’s Community-based Approach to Wellbeing through Specialist women and families service by us and for us.

PURPOSE This is a key role in the Senior Management Team, responsible for ensuring that the Central Services of the charity meets the strategic objectives and values of the Organisation.  This role deputises for the Executive Director.  In collaboration with the Director, the Operations Manager is responsible for overseeing an ambitious fundraising strategy, as well as managing the HR, payroll, and finance functions. You will ensure organisational effectiveness jointly with the Director by providing leadership for the organisation's operational planning, working closely with other Senior Managers, staff and volunteer team, contributing to the development and implementation of organisational strategies, policies and practices in accordance with CJO’s overall strategy. This position is key in supporting the Board of Trustees, clinical, administrative staff, volunteers and, centrally, in ensuring service users are welcomed and related to consistently in a warm and respectful manner.

Duties and responsibilities:

Operations:  Counselling/Therapeutic, Casework and Administrative Work:

• To ensure effective systems are in place to manage the processes of the referral, assessment, and on-going support for service users to ensure ongoing communication with and between referrers, service users, support staff and therapists.
• To ensure that the organisation is compliant with Data Protection Regulations, acting as the Data Protection Officer for CJO and supporting staff and volunteers in maintaining the security and confidentiality of service users, members, and volunteers.
• To support all staff and volunteers in carrying out the essential administrative tasks needed for the governance and smooth running of the CJO including supporting attendance for individual and group sessions, particularly bearing in mind that the majority of staff and volunteers are part-time, sessional or voluntary and have a variety of other commitments outside of CJO.
• To ensure that CJO staff and volunteers are informed of and put into practice the charity’s policies for the safeguarding of children and vulnerable adults, health and safety, risk management and equality and diversity.
• To co-ordinate the regular therapeutic group meetings for staff, volunteers and service users held regularly.
• To facilitate communications with service users, staff, trustees, and outside agencies in the network around existing and new partnerships including lawyers, clinical agencies, social services and education departments, community organisations, and funders.
• To liaise with staff and agencies with regards to specialist reports and letters for the different stages of support to ensure the timely submission of high-quality reports in line with deadlines provided by funders, lawyers, statutory agencies, and others.
• To manage the facilities of the organisation and its cleaning and hall/room hiring.

Financial Administration and Management:

• Working with the Finance Assistant and Management Accountant to ensure the timely delivery of regular, accurate financial reporting information and financial forecasts in the most effective form for the trustees, finance committee and staff.
• In conjunction with the Management Accountant and Consultant Fundraiser, to co-ordinate the annual budgeting, financial planning, and fundraising processes with the Director.
• To ensure the effective operation of the centre’s financial management and reporting systems, maintaining up-to-date and accurate financial administration records, including clear records of all cash expenditure.
• To oversee monthly and quarterly assessments and forecasts of the organisation’s financial performance against budget, financial and operational goals.
• To reconcile monthly financial activity, consistently monitoring organisational cashflow.
• To manage day-to-day processing of accounts receivable and payable, ensuring invoices for work carried out by staff are raised and purchase invoices are paid in a timely manner.
• To coordinate all withdrawals, deposits, and any communication with the bank, as required.
• To work with the Management Accountant in the preparation of information for the annual audit and its submission to Auditors.
• To fulfil all HMRC related requirements in conjunction with the Management Accountant.
• To keep records for the purpose of claiming Gift Aid.

Human Resources and Support:

• To work with the Director, staff, and volunteers to create an environment in which all service users, staff, volunteers, and visitors are appropriately welcomed and supported in a respectful, open, and warm manner.
• In consultation with the Director and Board of Trustees, to develop policies and procedures in volunteer and staff management, ensuring staff and volunteers are fully aware of and trained in these practices and in CJO’s organisational values.
• To manage and supervise the work of the Reception Admin Assistant, Finance Admin, Facilities worker, and admin volunteers.
• To manage the recruitment process for new staff and volunteers including assisting in the preparation of job descriptions, advertising roles, the organisation of and participation in interviews, follow up on references and carrying out DBS checks, organising contracts, assisting in the production of induction materials and ensuring that a proper induction takes place.
• To maintain personnel and employment records, as required by law.
• To co-ordinate training for staff and volunteers in consultation with the Director, other Managers, and staff/volunteer team.
• To develop and implement a mentoring scheme for CJO.
• To be attuned to the needs of the community, dropping into CJO, providing assistance and support as required or signposting to other members of staff, as necessary.
• To provide guidance to other staff in the short-term absence of other senior staff (sickness/annual leave/training).

Fundraising:

• To work with the Director and Consultant Fundraiser to ensure that the CJO has an ambitious and effective fundraising strategy, working to diversify the charity’s funding streams.
• To work in conjunction with the Consultant Fundraiser in the preparation of high-quality detailed bids for capital and revenue funds from relevant donors based on detailed information about.
• To schedule and coordinate the receipt of grant payments and to work with the team to prepare comprehensive grant reports to all trusts and foundations in line with the donors reporting requirements.

• To carry out administration required for receipt of all donations including standing orders and CAF cheques and overseeing the upkeep of the beneficiary, donor, and funder database in line with GDPR and Data Protection Procedures.
• To work with the Consultant Fundraiser, Admin finance in the development of a major individual donor programme.

• To communicate with relevant grant managers, keeping them up to date with organisational developments, events, and activities.
• To foster an open, involved, and authentic communication with donors, encouraging donors to visit CJO.

Organisational Effectiveness:

• To coordinate the annual monitoring and evaluation process in consultation with the Director and the external evaluation team.
• To work with the Director to ensure that CJO complies in all its roles and activities with all relevant legislation, including that applicable to Charities and Companies.  This task also encompasses taking the minutes of Trustees and Finance Committee Meetings, keeping company records up to date at both Companies House and the Charity Commission, ensuring all company records are clear and up-to-date to enable smooth filing of Annual Reports and Reviews each year.
• To liaise with the landlord and CJO’s Trustees in relation to premises management including renewing building usage and organising repairs, additional room hire, etc, as necessary.
• To increase the effectiveness and efficiency of CJO’s operations through reviewing and developing initiatives to improve each function - HR, IT, Finance, Fundraising, Administration, staff support as necessary

Risk Management:

• To work with the Director, Service Manager and Clinical Lead and Trustees in the development, implementation, review and maintenance of Baobab’s risk management matrix, particularly as it relates to risks for service users and young people of suicide, aggressive behaviour and deterioration in mental health.
• To ensure statutory compliance with Health and Safety and other relevant legislation, conducting risk assessments, monitoring performance, and reviewing procedures.
• To ensure the correct organisational insurance policies are in place.

Public Events:

• In consultation with the Director to plan, implement, monitor and evaluate a broad range of public events (such as regular ‘The AGM, Black History Quiz, International Women’s Day, CJO  Talks’ Seminar series) and training activities related to the needs of our service users.  
• Assist in preparation of materials for teaching and training sessions for professionals in the networks around our service provision.

Other duties

• To undertake other duties which may be regarded within the nature of the post, in discussion with the Director.
• To engage in regular managerial supervision with the Director.
• To participate in training and CPD

PERSON SPECIFICATION

Specification

Essential

Desirable

Qualifications,

Education & Training

Education to degree level or equivalent professional experience

Knowledge of a range of computer packages (e.g. Word, Excel, PowerPoint, Outlook, and accounting software).

Knowledge of data protection legislation.

Management accounting

Experience

At least 5 years office and/or operations management experience in a small organisation.

Experience of managing a team

Experience of financial administration such as petty cash handling, issuing, and paying invoices, book-keeping using accounting software, financial management information, Website

Experience of GBV services and women only services in the BAME voluntary sector.

Experience of setting up and maintaining office systems

Facilities management experience

Project management experience

Experience of setting and working to targets, budgets, and deadlines

Experience of developing funding bids

Experience of producing reports of organisational outcomes, outputs, and financial activity.

Experience of identifying opportunities, planning new activities, and managing change.

Experience of working in a BAME organisation/ service which promotes the rights of vulnerable women and families with multiple disadvantages.

Experience of asylum seeking or refugee issues

Experience of working within a women and families services children, adolescents, and young adults with mental health problems

Event management experience

Experience of editing documents and preparing publications

Skills, Attributes & Competencies

A very high level of self-management with ability to manage own workload, time and prioritise effectively with competing deadlines

Excellent organisational skills and the ability to multitask

Achievement orientation

Analytical thinking with the ability to examine what lies under the surface, anticipate what is needed together

High level of accuracy and attention to detail

High level of numeracy

Ability to multitask in the face of multiple demands

Ability to use initiative and be creative in the face of problems

Excellent interpersonal skills with adults, children, young people, staff, and visitors and a warm, interested and involved manner while maintaining professional boundaries

High levels of sensitivity, emotional intelligence, and resilience

Ability to work as a member of a team, seeking support from colleagues as appropriate

Commitment, Values & Motivation

To work in ways that promote a multicultural, multi faith environment with a genuine commitment to equal opportunities

To inform oneself about the external political environment towards African heritage communities and the different contexts that, young people, women girls, and families life situations which they find themselves in the UK.

To work in ways that promote human rights

To understand and work towards meeting the diverse needs of the African Heritage community who have experienced violence and who consequently function in unstable and chaotic ways.

To work in a therapeutic community

To want to make a difference in the lives of those who access our services.

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The Post holder will have day-to-day responsibility for the organisation’s finances and in providing timely financial

information to the CEO, staff team and Trustees whilst ensuring all financial and compliance requirements are met.

You will have appropriate finance qualifications (ACCA, CIMA, AAT) and experience and be confident leading the

finance function and a number of income sources.