The Operations Manager is a pivotal role within the charity. Working closely with the Corporate Services Director the postholder will collaborate across the organisation to embed outstanding practice in the key disciplines of Property & Facilities Management, Procurement and Central Administration. The ethos of the Corporate Services directorate is very much to establish the best ways of working that enable other colleagues to achieve their objectives.

You will have a Facilities and Office management experience, with an awareness of health and safety requirements for workspaces, and the ability to oversee and co-ordinate our business continuity plans.

You must have experience of building, developing and managing supplier relationships (including managing outsourced services), ensuring development of clear briefs, value-for-money, achievement of results, compliance and commitment to our values and goals.

You should also have experience of leading, developing and managing a high-quality administrative support function with competing priorities, and of managing complex programmes of work and projects using structured project management techniques.

Stuart Low Trust – Operations and Communications Manager (28 hours per week)

Stuart Low Trust (SLT) is a well-established, multi-award winning charity based in Islington, London. Through social activities we bring people together for better health and wellbeing. Many of our participants have a history of mental ill health, poverty and social isolation. Islington has an above average suicide rate, with the highest numbers of severe mental health and depression in London.

SLT is looking for an experienced, enthusiastic and highly motivated Operations and Communications Manager to join its small team. This role is an exciting opportunity as SLT progresses on its ambitious 3 - 5 year Business Plan and is integral in setting up, implementing and managing new innovative services and partnership working which will increase our output and double our income. 

We seek a dynamic and motivated candidate with fantastic organisational, digital and creative thinking skills; who will thrive on this challenge. Successful and substantial management experience with the ability to turn plans into reality are key. If you have the skills and knowledge detailed below, with a proven track record within a charity or social care setting then this could be the role for you.

SLT is offering a salary of £30,000 per annum (pro rata), flexible working, excellent holiday entitlement and a contributory occupational pension scheme. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.

Deadline for applications: 5m on Friday 9th October 2020

Interview date: Saturday 17th October 2020

Start: December 2020/January 2021

About the Youth Endowment Fund

The Youth Endowment Fund is a bold new attempt to put early intervention at the heart of efforts to tackle youth offending.

In recent years there has been a significant increase in violent crime. Homicides, assaults, robberies and offences involving weapons have all seen sustained growth. For children and young people, there have been particularly large increases in those who are both the perpetrators and victims of offences involving knives. We believe it is vital to intervene early in children’s lives to tackle the root causes of crime and violence, and to stem this worrying trend.

The Youth Endowment Fund is a charity with a £200m endowment and a mission that matters. Founded by youth charity Impetus and its partners the Early Intervention Foundation and the Social Investment Business, we exist to prevent children and young people from getting caught up in violent crime. We do this by finding the very best ways to prevent youth violence, funding great initiatives and working to scale them up and spread great ideas. To do this well, we must make sure we have the organisational foundation so our team and programmes will succeed. The Head of Operations is critical to making this happen.

Key Responsibilities

Most fundamentally, your job is to work with the Director of Operations & Programmes and her team to build and manage the systems and processes we need for the organisation to function effectively. To do this you will:

• Ensure we are set up to deliver on our operational plan. You will monitor and report on our progress and help make sure all YEF teams are set up to achieve their goals by providing support, accountability and resources to teams in the execution of our operational plan.
• Hire, develop and inspire the very best people. You will work with leadership from all partner organisations to ensure that we hire the best possible staff, adhere to partner HR policies, provide necessary and effective training, gain a clear understanding and strong focus on staff well-being, manage and develop staff effectively and address poor performance when required.
• Provide staff with the tools they need to perform. You will ensure we have what we need to deliver including IT systems, management information, databases, systems and processes, office facilities and more as you see fit.
• Use our resources wisely. You will assist in the development of organisational budgets and in making sure we stay to plan. You will help make sure budget holders can confidently manage their budget. You will also rigorously manage the processes and policies to choose the very best partners and service providers to work with.
• Ensure that we run our organisation in line with relevant legislation and effectively manage our risks as an organisation. You will make sure we seek legal advice when prudent and develop the tools and processes to monitor our adherence to the law and best practices.

• Help build and model a culture where it is natural to perform well and support colleagues brilliantly.

About You

You are this sort of person:

• You are brilliant at improving and organising things: You like finding ways to make things operate better for everyone. You enjoy bringing order to what is going on. You are good at getting your head around how a process works and improving it. You are excellent at designing and putting in place effective systems and processes and driving accountability within an organisation.
• You have significant experience of getting things done: You have a track record of getting things done. In previous jobs, you have held significant responsibility for ensuring challenging projects are delivered on time. You are very reliable. You take pride in making things happen.
• You win people over. People tend to warm to you and respect you. You have built good relationships with people at every level alongside those outside the organisation.
• You work very well in a team. You are not motivated by being the individual winner. You want the team as a whole to succeed. You don’t care who gets the credit as long as things get done.
• You are interested and experienced in both HR and operational planning: You are equally at home thinking about the processes and approach we need to recruit and develop great staff as you are thinking about how we manage our office and data management systems. You have a strong background and track record in leading HR, finance or operations functions within an organisation. You also have experience leading IT projects and making sure staff have the tools they need to perform.
• You learn fast but remain humble. You are quick at getting your head around things. It wouldn't faze you to have responsibility for organising things that are new to you as long as you have an expert to ask advice from. You like learning and developing. You know how much you don't know as well as what you do.
• You don't want your days to pass without making a difference. You want to play a significant part in a charity that is making a difference. You like the idea of doing a job that makes young people safer.
• You are committed to equality, diversity and inclusion.
   

While it is not a criteria, we are especially interested to hear from applicants who have lived experience of youth violence.

It is also important to us that the people we hire do not discriminate. We believe in being inclusive and giving everyone an equal chance to succeed. Applications are welcome from all regardless of age, sex, gender identity, disability, marriage or civil partnership, pregnancy and maternity, religion or belief, race, sexual orientation, transgender status or social economic background.

We are looking to appoint a highly motivated individual to lead and develop this well-established and highly respected local charity situated in North Nottinghamshire. The ideal candidate will possess excellent communication skills, have a management background, be passionate, creative and committed to the work of the charity.  Recently the charity has completed a major build and refurbishment project at the Hospice. This now presents a unique and exciting opportunity for the successful candidate to work with the board to develop the role of the charity to meet the challenges ahead and support the provision of palliative care for the future.

Main purpose of the role:

• To lead the charity with innovation, motivation and inspiration

• To achieve the strategic objectives and business plan set by the board of trustees.

• Work closely with all stakeholders to develop and deliver excellence in all aspects of the work of the charity

• Promote and enhance the values and reputation of the charity within the community

• Ensure that the charity fulfils its legal, statutory and regulatory responsibility

Principal duties and responsibilities

• Work closely with the board of trustees to develop and deliver the operating strategy and business objectives in order to manage the charity effectively.

• Positively lead and manage fund raising and social media opportunities raising the profile of the charity within the community

• Lead, manage and develop the team of staff and volunteers.

• Prepare and deliver the financial and legal objectives of the charity

• Effectively liaise with stakeholders in all aspects of the work of the charity.

• Manage the estate of the charity, including the hospice building, shops and office

The role is about being a visible part of the day to day running of the charity, getting involved, supporting the staff and volunteers and making a difference. 

Bassetlaw Hospice is committed to promoting equality and diversity within the organisation.

Merlin's Magic Wand and the SEA LIFE Trust are two fast-growing global charities that have a huge positive impact on children’s lives and marine wildlife respectively. We’re both partnered with Merlin Entertainments - the name behind world famous attraction brands including LEGOLAND, SEA LIFE, Alton Towers Resort and Thorpe Park.

We are offering an excellent opportunity to play a key role in the growth of these two organisations as we are looking for an experienced Head of Charity Finance Operations to provide oversight and strategic leadership of the financial management and governance of both charities as they continue to grow and expand and increase impact across the world.

Key objectives of this role are to…
 

Provide oversight and strategic leadership to ensure the charities' continued and on-going financial health and put structures in place to meet future growth needs.

• Provide oversight of the financial and legal affairs of the charities, ensuring all financial activities are carried out in compliance with statutory, regulatory and contractual requirements.
• Building and maintaining good relationships with network of Finance Directors across Merlin, promote and guide commercial awareness, identifying, advising and directing on effective growth opportunities.
• Ensure strong governance and robust internal practices and culture to minimise risk to the charities. 
   

We are looking for the following skills and experience…

• You will be a fully qualified accountant with experience of both Financial and Management Accounting within a global charity context.
• Strong understanding of charity operations and policies coupled with an understanding of factors affecting performance.
• Strong systems skills to manipulate and present data effectively.
• Able to prioritise, work under pressure, planning and managing tasks ensuring costs are maintain under control.
• Practical understanding of accounting systems, ideally including Navision.
  Ability to present and negotiate at all levels.

The Benefits…

We’re growing fast and alongside a fun and friendly environment, we offer a fabulous package and amazing prospects – ideal if you’re already fantastic and can quickly become even better (our magic can help here).  Benefits include Pension, Life Assurance, discretionary company bonus, 25 days’ holiday and, of course, a Merlin Magic Pass which gives you and your friends and family free admission to all of our attractions worldwide, as well as 25% discount in our retail shops and restaurants and 40% discount on LEGO.

The Head of Operations will oversee the day-to-day running of the operational arm of Reprieve and assist with the international operations of Reprieve’s sister organisation, Reprieve US. 

They will be responsible for assisting with planning, implementing, overseeing, and evaluating the systems, processes and relationships that enable caseworkers, Fellows, and consultants to do the challenging work that they do as efficiently, safely and effectively as possible. They will help devise creative solutions that build a flexible and supportive environment in which staff can carry out their work.

The Head of Operations will work closely with and supervise the work of the Operations Officer and the International Operations and Finance Officer. Reporting to the Director of Operations, they will provide support to the Executive Director and Deputy Directors who make up the Senior Management Team, as well as broader staff, Fellows and consultants who are part of the Casework Team at Reprieve. 

You will be someone whom colleagues and external stakeholders feel confident to approach with questions about human resources, trip planning logistics and security, third party relationships, insurance, cybersecurity and information technology infrastructure, and much more. Even if you don’t always know the answer, you will be capable of proactively obtaining it from the Senior Management Team, one of our many pro bono partners, partner organisations, contractors, regulatory bodies, and friendly experts.

You are a positive person with a can do attitude, a minimum of three years of operations or project management experience, experience of managing or supervising individuals and teams, a great ability to multitask, a willingness to muck in on all tasks big and small, humility and a passion for ensuring the efficient running and continuous improvement of Reprieve’s operations.

This is an office-based role, however given current restrictions as a result of the coronavirus you may be required to work from home in line with government advice. The situation will remain under review and we will continue to be guided by government advice in these uncertain times. You will also be available outside of office hours in the event of an emergency, for example an urgent travel or security situation affecting our personnel.

For full details please see the job description.

Over the last two years West Sussex Mind has expanded significantly, and we now wish to recruit to a second Head of Operations position (alongside our existing Deputy CEO role) to increase the leadership and senior management within our organisation and also to help us drive forward areas of strategic development and growth.

There is an expectation that over time the scope of operational responsibilities for this role could change or grow, but the current scope includes our Staying Well Crisis Prevention Service and Youth and Family services, as well as setting up and developing our new Help-point advice, information & service. You will also provide strategic leadership for the organisation around significantly increasing the involvement of volunteers and also around our work to raise awareness, tackle stigma, increase resilience and prevent the need for higher level mental health support.

The role is expected to be based at either our Southwick or Littlehampton offices, but you will need to be flexible about travelling to our other hubs in West Sussex.

You may be an established senior manager looking for a change of location or an experienced service manager looking to progress, but in order to be successful you will need to evidence:

• Significant experience managing mental health or equivalent services
• Experience of business and service development, and leading strategic change
• An understanding of, and commitment to, our vision and work

For an informal discussion about the role email Katie Glover, whose contact details can be found on our website.

For more information (including guidance notes, competency framework and equal opportunities monitoring form) and to apply, please click on the ‘apply on website’ button.

Closing date: 9am on Wednesday, 30th September 2020.

Interview dates: Monday, 5th & Thursday, 8th October 2020.

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.

​

SEED are looking for a charity manager in order to support our transition and take us to the next level.

These are exciting times at SEED and we are looking for a charity manager to lead us to a sustainable future, developing and delivering the SEED strategy to ensure we fulfill our purpose and meet the needs of our service users. Working with current trustees, volunteers and service users as well as building networks and partnerships with relevant medical and community organisations to broaden our reach.

Enabling the delivery of current services, developing new areas of opportunity and fostering local relationships to support Seeds growth, deliver our goals and build awareness of the charity and eating disorders.

As Operations Manager you will manage the Carer Support Team and assist the CEO with the management of Human Resources including, recruitment, supervision and staff development, performance and discipline. The role also includes but is not limited to help with monitoring budgets and spending, premises management, IT systems management, working with support team to provide carers services, maintenance of an effective client management system and ensuring maintenance of GDPR compliance. 

Role description:

We are looking for an enthusiastic and self-motivated Operations Manager who has attention to detail and great project management skills.  Managing and ensuring our IT, HR, Database functions run well and ensuring all aspects or reporting are readily available to staff and Trustees. The post holder would be expected to work from the office and during COVID from home as agreed. The role will also include the supervising of IT Administrator and relationship building and development with our church partners and key stakeholders.

Main role responsibilities

Office Management

• Ensuring the smooth running of an office on a day-to-day basis and may manage a team of administrative or support staff.
• Organising meetings and managing databases
• Booking transport and accommodation
• Organising charity events or conferences
• Ordering stationery and furniture
• Dealing with correspondence, complaints and queries
• Preparing letters, presentations and reports (Annual Report, Board Reports, NOMR)
• Supervising and monitoring the work of administrative staff
• Managing office budgets
• liaising with staff, suppliers and clients
• Implementing and maintaining procedures/office administrative systems
• Delegating tasks to junior employees
• Organising induction programmes for new employees
• Ensuring that all policies are updated on our board circle
• Ensure the health and safety of Oxhill Hub.
• Using a range of software packages
• Attending meetings with senior management
• Assisting the organisation's HR function by keeping personnel records up to date, arranging interviews and so on.
• Oxhill Hub Bookings (“meet & greet”).
• Designated Safeguarding Officer (Training to be provided).

Operations (with Support of IT Administrator)

• Maintaining all databases, files and ensuring all operations run smoothly.
• Ensure inter-department integration flows
• Monitor and manage the integrity of our IT (for example Microsoft Office, Office 365, Zoho Expenses, Donor Perfect) and also be our Data Controller (GDPR complaints/queries go to) - Sage Accounts will be monitored by the CEO)
• Ensuring Office 365 user security, permissions at top level are accurate to allow correct and appropriate visibility, as is necessary and in compliance with GDPR
• Manage IT contracts
• Investigating new IT initiatives that enhance the charities work and supporting all departments to utilize well
• Collation and production of all KPIs for the board, monthly reports from all departments and annual report
• Become proficient in Donor Perfect (DP) & Weblink forms layout management to ensure all relevant information is captured correctly that affects all departments hearing and assisting staff to achieve best utilization of DP
• Design and setup appropriate reporting as required by departments in Donor Perfect
• Ultimate responsibility for HR overall compliance and current legislation
• Maintain and Manage a robust “Help” arm for staff
• Regularly monitor and review the quality of our provision;
• Undertake administrative tasks, maintain effective recording systems and respond to queries;
• Act as an advocate for young people's interests;
• Train other Hub leaders and volunteers in churches, community groups and schools around best practice and our YLP Model.
• Other tasks as your line manager requests
• Grants & Partner bids applications submission & monitoring / coordination.

Initially, with the currently COVID19 restrictions, this role will be home-based. Nevertheless, applicants must live in travelling distance from our office in Oxhill.

In the light of our Christian ethos and purpose, we reserve the right to recruit Christians where there is a genuine occupational requirement (GOR) to do so.

THE ROLE:
We are recruiting for an Operations Manager who will be responsible for overseeing all aspects of the charity's service delivery to clients, primarily carers of all ages but also people with care needs.

The post holder will work with service leads and coordinators to ensure services deliver quality and positive outcomes for service users and meet contract and funder requirements.

The successful applicant will identify and oversee the delivery of cross-organisational strategies, programmes and projects to improve service quality and/or efficiency. You will develop medium- and long-term plans as required to maintain and sustain services including through funding transitions and/or to address unmet need.

Areas of responsibility include:

- Staff and Resource Management
- Contract and Performance Management
- Relationship Management
- Service and Business Development
- Risk and Safeguarding
- Representing the Organisation

ABOUT YOU:
You'll be a confident and articulate communicator with strong interpersonal skills and the ability to deal sensitively and effectively, both verbally and in writing with a wide range of people.

Able to work effectively under pressure, prioritise workloads and activities and deal with conflicting demands and interests in an organised, methodical, supportive and empathetic manner.

If you want the opportunity to make your mark, then we are the non-profit organisation for you.

OUR WISH LIST:
Minimum 5 years direct experience of operational management/service delivery in a social care, health & wellbeing, family support, advice or related service providing organisation.

An understanding of and sensitivity to the needs and difficulties faced by all carers affected by a caring role.
Knowledge of safeguarding of children and vulnerable adults and the regulatory framework that supports this requirement.

Full understanding of budgets and financial monitoring, including ability to analyse and interpret financial data
Experience of managing, delivering against and reporting for statutory contracts or funding agreements of £100K+ per annum.

Demonstrable experience of developing and managing strategic relationships.

Comfortable working in a digital environment

A passion for making a difference

To download a full description follow the link or visit our website. 

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.

An exciting new opportunity has become available at Citizens Advice Lewisham (CAL). They are an independent local charity celebrating 80 years of dedicated service to those living and working in the London Borough of Lewisham. Due to growth, there is an opportunity for an experienced Operations Manager to help oversee the day to day office operations of the charity. This will initially be based on a 1 year fixed-term contract with the goal to make this a permanent post. It comes with great benefits, which include flexible working and some working from home options.

Key responsibilities for the Operations Manager opportunity:

• Oversee all operational and delivery functions of the charity
• Assist senior management in setting goals that promote organisational growth
• Oversee the daily activity of the volunteers, office staff, and manage team workloads
• Work with the Senior Management Team to ensure client requirements are met promptly
• Promote and enforce safety in the workplace, including leading Covid-19 Staff Group
• Manage internal and external service suppliers
• Improve existing systems and policies

It is essential that you demonstrate substantial operations management experience in a charity or non-profit office environment. You will need to show your understanding of facilities, office suppliers, HR, IT infrastructure and the healthy & safe needs of a small to medium-sized office. Strong leadership and communication skills are a must. Naturally, you will be able to demonstrate where you have improved policy, processes, and procedures as an experienced operation professional. You should be an individual who is attracted to a busy environment with a varied workload. 

To apply for this opportunity, please contact Donovan at our Office & Specialist Support Team quoting the reference number J73940DW. All applicants must be eligible to work in the UK.