Operations Administrator Jobs in Holborn, Greater London

Students’ Union UCL is an organisation that exists to make more happen. We are the representative body for University College London’s (UCL) students, one of the most diverse student communities in the world. We are one of the largest student-led organisations in the UK and a charity with over 48,000 members. We provide opportunities for 300 staff and have an annual turnover of more than £12m.

It's an exciting time our growing organisation as the delivery partner for UCL’s new Student Life Strategy. In 2023 we received a multi-million-pound investment to enhance student life at UCL. The financial backing from our parent university is recognition of the transformative effect that extra and co-curricular experiences have on students at UCL – helping them develop skills, build networks, reduce loneliness and isolation, grow in confidence, and enjoy their time here.  

Have you got a comprehensive understanding of the UK sporting sector? Have you got a knowledge of the motivations behind, and barriers that exist to, student sporting participation? If the answer is yes, then we want to hear from you.

Our ideal candidate will support the delivery of the Club Development programme for TeamUCL and provide support and guidance for student leaders, enabling them to run their clubs effectively. The right candidate will also support with the delivery of the TeamUCL Elite Athlete and Team Performance Programmes. The successful role holder will proactively assist sports clubs in developing sports participation opportunities and performance pathways for identified target groups through development planning.

This a full time and permanent role. This role is also a hybrid working role with a minimum of 40% office-based, but at certain times of the year we will need the post holder on site much more than that.

Interviews will take place on Monday 15 July (in-person only).

We are delighted to be working with a leading disability charity to find an experienced customer service professional to lead a high-performing Sales & Reservations function. The charity provides essential short breaks for disabled people and their carers that boost wellbeing and rejuvenate relationships and this role is vital part of their mission. You will focus on achieving revenue and occupancy targets, while also providing robust reporting, complaints handling and liaising with internal stakeholders to coordinate guest arrivals. 

This is a great opportunity for an expert in customer service delivery to lead on the optimisation of their in-house bookings function, including guest experience, systems efficiency, current processes and implementing strategic initiatives to increase occupancy. You will be working as part of the External Affairs division and will regularly represent the Sales function at wider Executive level meetings.

To be a successful Sales and Reservations Manager, you will need:

• Previous experience of leadership and line management in a customer-focused team, ideally in a hospitality or care environment
• Commercial awareness and experience in reporting/analysis and operating and optimising a CRM system and online bookings
• Team management experience, building high performing teams

Salary: £37,485
Contract: Permanent
Location: London/Hybrid
Deadline: 31^st May
Interviews: 6/7^th June

If you would like to have an informal discussion, please call Chloe on 02030 062787 or email your interest along with your CV to [email protected].

Ashby Jenkins Recruitment are a specialist charity recruitment agency, we use our extensive sector knowledge and experience to match candidates to the most suitable roles. We take a relationship-led approach to recruitment, working ethically, supporting people to find their perfect role within the not-for-profit sector.

We are passionate about improving equality across the sector, you can read more about our commitment to diversity here. www.ashbyjenkinsrecruitment.co.uk/our-commitment-to-diversity/
If enough applications are received the charity reserve the right to end the application period sooner.

Through our three charities, we work in partnership with the Guy’s and St Thomas’ NHS Foundation Trust to deliver world class care. 

Crucial to this is the energy and focus we bring to ensuring charitable donations are utilised as effectively as possible through the Guy’s Cancer Charity, the Evelina London Children’s Charity and the Guy’s and St Thomas’ Charity. You will work in our Trust Engagement team, which is responsible for developing projects with colleagues at the Trust, making grants to deliver those projects and managing those grants on an ongoing basis. We also manage many donations for specific Trust services, which are held in our special purpose funds and disbursed through partnerships with Trust staff.

 You will play a central role in ensuring the positive impact of our grant making and special purpose funds for patients and staff at the Trust and will work closely with our Funding Managers to support our funding processes and the design and delivery of projects across our three charities.
 

 You will also work closely with colleagues in our Fundraising, Evidence and Impact, Finance and Operations and Communications teams as well as colleagues across the Guy’s and St Thomas’ NHS Foundation Trust.
 

 This role has huge potential for an ambitious, energetic and self-starting professional to have a significant impact on the lives of patients and staff across the Trust’s hospitals and community sites. 
 

 You do not need established expertise in health; but the ability to learn and establish credibility quickly is important. 
 

 We are committed to promoting diversity, equity and inclusion at all stages of our funding and this will be a crucial element of your role.
 

Key Responsibilities

• Develop and manage a portfolio of grants, advising and guiding applicants and grant holders, with appropriate support from Funding Managers where needed.
• Manage questions and issues on grant or fund expenditure as escalated by the Funding Operations team, or delegated by the Funding Manager.
• Manage initial enquiries from Trust staff, responding to potential applicants and progressing ideas as agreed.
• Support the Business Manager to co-ordinate Committee meetings for all three Charities, including liaison with applicants and progressing meeting actions.
• Build strong relationships with the Fundraising and Communications teams, supporting robust information flow between the teams.
• Build strong relationships with grant holders, Special Purpose Fund holders and other Trust contacts, helping to raise the profile of our three Charities and spot opportunities to develop and fund work.
• Become familiar with the Charities’ Special Purpose Funds (SPFs), supporting annual requests for spending plans, coordinating approvals, and responding to queries from fundholders.
• Develop and manage a process to monitor fundraising income into SPFs and allocation of restricted donations.
• Work with the Trust Engagement Business Manager to design reporting that enables robust pipeline and grant management, and supports monitoring and evaluation.
• Support improvement projects as needed, such as improvements to funding schemes, funding operations or business systems.

Other tasks relating to the grants and special purpose fund process as delegated 

Skills, Knowledge and Expertise

• Experience in a customer-facing role, ideally in a funding or fundraising environment or similar
• Managing relationships with stakeholders, and particularly helping them to navigate complexity
• Using a database to manage information and projects
• Experience of working with budgets and other forms of financial information
• Using reports to gain insight, assess progress and inform plans
• Analysing narrative and/or financial information to make decisions
• An interest in health, philanthropy, and diversity, equity and inclusion
• Good knowledge of Microsoft Office packages
• Able to manage and analyse financial information
• Able to build strong relationships with stakeholders and customers, to help them achieve their objectives
• Able to grasp complex situations quickly and navigate complicated structures
• Excellent written and verbal communication skills, and demonstrable listening ability
• Empathy and patience
• Problem-solver, able to use initiative and find pragmatic solutions
• Comfortable managing and prioritising a varied workload and multiple stakeholders

Keen to learn and develop new skills 

Benefits

• Up to 12% employer pension contributions
• Annual personal development budget
• Annual health and wellbeing personal allowance 
• Enhanced maternity, paternity, and parental leave pay accessible without length of service requirements.
• Health and wellbeing programme that offers optional free yearly health check-ups.
• Support for healthy eating via fruit bowls and onsite lunch facilities. 
• Agile working, flexible hours, and supportive IT kit. 
• Shower facilities and bike lock area. 
• Generous annual leave (27 days + bank holidays)
• Subsidies for glasses
• Employee Assistance Programme

About Guy's & St Thomas' Foundation

At Guy’s and St Thomas’ Foundation, our mission is clear – to build the foundations of a healthier society.
 

As part of our team, including Impact on Urban Health and three NHS charity brands, you will work alongside talented people from a mix of personal and professional backgrounds. We are a Living Wage employer and support flexible working, part-time roles and job shares. Though our ambitions are serious, this is a friendly place to work with lots of opportunities to meet and socialise with colleagues. We believe there is immense power in diversity and aim to recruit and nurture talent who think and act differently

The Office Coordinator position is responsible for the general day-to-day operations of the London, UK office.  Due to the nature of this position, work must generally be performed within a 30 hours / week timeframe (M-Fri). This role is an in-office role.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, with other duties upon request:

· General administration as required: call handling and forwarding, front door access controls, post management, post requests, staff access, etc.

· Support of facilities management: oversight of cleaning and maintenance contractors, management of office supplies and procurement, equipment maintenance requests, liaison with building management.

· Facilitating work from home set-ups and procurement and coordinating distribution to personnel as requested.

· Facilitating new starter set-up in collaboration with P&C (HR) & IT inclusive of onboarding, office orientation, etc.

· Responsible for ensuring a clean, safe, tidy, and professional office environment at all times.

· Ensuring the office is health and safety compliant and maintain a knowledge of UK regulations for workplace management.

· Manage any office security systems and accounts, fire drills, fire equipment maintenance, or required inspections. Maintain the fire safety equipment and ensure fire extinguishers are services and smoke alarms / detectors are functioning – conduct fire safety awareness training upon request.

· Manage corporate relationships and partnerships such as shipping vendors, office accounts, and more.

· Ensure the payment of facilities invoices within payment deadlines, including invoice tracking and coding.

· Manage and maintain key office supplies (including pantry supplies, office materials, first aid supplies, etc.). Inventory and maintenance of the storage unit.

· Manage the office access controls / visitor protocols of the office space and coordinate security enhancements / improvements upon request.

· Provides administrative support to the Grant, Contracts & Compliance Department in the coordination of contracts received to and shipped from the London office.

· Supporting staff in the office with questions, inquiries, and support needs.

· In all duties, uphold Internews’ Core Values and demonstrate commitment to fostering a culture of Belonging, Dignity, and Justice.

ADDITIONAL AD-HOC RESPONSIBILITIES upon request may include:

· Coordinates office wide events and meetings including staff meetings, holiday events and special visitor events. 

· Other corporate (ad-hoc) special projects as required.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

· Previous or current office administration experience. 

· Ability to work in-person from the London-office 4 days a week.

· Demonstrable experience dealing with a wide range of internal and external stakeholders at varying levels of seniority and public profile.

· Ability to communicate effectively with people at all levels, and build collaborative working relationships.

· Ability to work effectively under pressure and demonstrate a calm, confident and flexible approach to work.

· Proficient use of Microsoft Windows environment and MS Office applications including MS Word, Excel, Outlook, Teams and Explorer. 

· Organized, logical, detail oriented. 

· Relevant higher academic qualification/s or equivalent professional experience.

· Fluent spoken and written English

PHYSICAL DEMANDS and WORK ENVIRONMENT:
The physical demands and work environment described here are representative of those that must be met or may be encountered by an employee performing the essential functions of this job. Reasonable adjustments may be made to enable individuals with disabilities to perform the essential functions.

Expected office hours are generally Monday through Friday from 09:00am to 5:30pm.

Vacancy Timeframe:

Deadline for applications: 22 June 2024. Applications will be reviewed as and when they arrive.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of their position. As the nature of business demands change so, too, may the essential functions of this position.

This position will be located in the UK, therefore the successful candidate will need to both be present in the UK throughout the duration of their assignment and be able to demonstrate their Right to Work in the UK prior to the role start date.

Are you passionate about making a significant impact within a regulatory body? Join our client as a Regulatory Officer and play a crucial role in shaping the standards and practices of the industry. Seize this chance to contribute to a forward-thinking organisation that values excellence and innovation!

Our client, a leading regulatory authority is seeking a dedicated Regulatory Officer to join their team on a 6 month fixed-term contract. In this role, you will engage in risk and evidence-based authorisation of individuals, chambers, and approved education and training organisations. Your efforts will help target regulation where it is most needed. Additionally, you will support various regulatory operations and provide essential administrative support to ensure the department's efficiency.

Cause: Regulatory Body (Membership)

Role: Regulatory Officer

Salary/rate: £37,800 per annum

Working arrangements: Hybrid working (4 Days in Office required per month)

Location: London, Holborn

Employment Type: 6 Month Fixed Term Contract

Ref: 81210SOH

CLOSING DATE: Thursday 5pm - Applications reviewed on a rolling basis

The department adopts a flexible approach to working and all staff are cross-skilled and capable of making authorisation decisions and carrying out supervisory activities as priorities demand. The emphasis of this post is on the authorisation work of the Department but there is a possibility, subject to capacity and the work demands of the Department, that the post holder will undertake work across the Department as required.

Main Responsibilities:

Authorisation Work

• Prioritise and assess authorisation applications within regulatory and target timescales.
• Apply the risk framework and relevant authorisation guidelines to produce robust and consistent decisions.
• Handle telephone and email queries related to authorisation activities in line with performance targets.
• Identify information requirements to facilitate robust reporting.

Administrative Support

• Provide administrative support across the Regulatory Operations Department, including:
• Database and electronic document management to ensure records are accurate and up to date.
• Organising and administering meetings, including taking minutes.
• Managing contracts, expenses, and other arrangements for External Examiners and quality assurance monitoring panels for accreditation and monitoring visits to new and existing training providers.
• Collecting and maintaining accurate candidate and provider data, contributing to key statistics and other reports as required.
• Coordination
• Handle queries and respond appropriately in line with relevant policies.
• Undertake any other reasonable tasks as requested by the Head of Authorisations Operations, the Head of Contact & Assessment Team, the Head of Operational Support, or the Director of Regulatory.

To be considered for the role you will have the following, skills, knowledge, and experience:

You should have solid experience in applying decision-making frameworks and analysing information to make decisions against defined criteria. Demonstrable experience in effectively prioritising work in high-pressure environments with minimal supervision, along with a strong awareness of risk, is essential.

Proficiency with databases, a good understanding of regulation and supervision, and confident use of standard technology such as Outlook, Word, and Excel are required. Effective communication and interpersonal skills, the ability to understand, apply, and explain rules and regulations, and a flexible, adaptable approach to changing circumstances are crucial.

Additionally, you should have equivalent work experience from a regulatory body, membership organisation, or another institution where you have handled authorisation work.

Desirable experience for this role includes:

Having a law degree or a Graduate Diploma in Law, and familiarity with undertaking risk-based audits and applying standard project management principles. Experience in supporting committees, from agenda preparation to minute-taking, and managing projects is highly valued. Additionally, knowledge of the legal profession and an understanding of higher education in the UK are advantageous.

How to Apply:

To apply for the Regulatory Officer role, please reply and upload your CV quoting reference 81210SOH and we can provide more information to you.

We eagerly await your response.

We want you to have every opportunity to demonstrate your skills, ability and potential; please contact us if you require any assistance or adjustment so that we can help with making the application process work for you.

We are looking for a Financial Analyst to play a key role in the finance and broader management team of our ancient and innovative Christian charity, which has a chapel and a pattern of prayer at its heart.

This is a new role established to support our Finance Director and provide analysis of results and performance to support the Commercial Director, managers and trustees in their decision-making processes.

The ideal candidate will be proactive and a great communicator. They will have excellent interpersonal skills and be particularly good at communicating often technical information to non-specialists. They will work well with others including colleagues, clients and suppliers.

Experienced and dedicated, they will support the management of this venerable and much-loved institution and be flexible to assist the small finance team, especially in busy periods.

As the Royal Foundation of St Katharine is a Christian retreat centre that is open to all regardless of faith, and as the post holder would be a member of the management team, it would be essential for this person to support the Christian ethos of the charity. It would be desirable if they felt able to support the rhythm of prayer in our chapel, though this is not a requirement.

Essential skills and experience

• Experience in the hospitality sector with a strong preference to hotels.
• University degree or equivalent.
• Either hold or be studying for a recognised accounting and finance qualification. Study support will be available for the right candidate.

About RFSK 

At St Katharine’s, We provide an outstanding conference centre and retreat house in the heart of London that enables individuals and organisations to be refreshed and to do inspirational and creative work.

With our precinct space and Yurt café, we offer a popular venue that appeals to local residents and community groups.

How to apply 

Please apply with a CV and cover letter setting out your suitability for the role.

We will be interviewing applicants on a rolling basis and may appoint to the role prior to the closing date for applications.

This role will be responsible for the supervision, administration and safe operation of LSESU sports facilities, administering facility bookings and will include regular evening and weekend work. The post-holder will ensure student community focused results are delivered through exceptional customer service to LSE’s diverse membership and other users.
This role sits within the sports team so you will be working across the team to deliver the key objectives.

Who are we looking for? 
 

We are looking for applicants with great customer service and administration skills and ideally some experience of operating sports or leisure facilities with an understanding of health and safety and maintenance of equipment. 
 

Applicants who can deliver exceptional customer service and are committed, positive, outgoing and approachable with a ‘can do’ attitude and a desire to work within a student facing organisation servicing a culturally diverse membership, including understanding and commitment to equality diversity and inclusion.

 

Why apply?
 

Because you’re excited by the challenge! The exact opposite of corporate, we’re progressive, daring, and creative individuals working to make a difference in unconventional workplaces.
 

Benefits and Perks
 

In return for your passion and experience we offer:
 

-        25 days of holiday per year (pro rata)

-        Additional closure periods at Christmas and Easter

-        Free LSE Students’ Union gym membership (including advice from dedicated professionals)

-        Cycle to Work scheme enabling significant savings on bicycle purchase

-        Access to LSE staff training courses

-        Ability to purchase TOTUM (NUS) card, which provides a wide range of discounts

-        Flexibility for work-life balance

-        Interest-free travel loan

How to apply?  

We want to ensure all systems, policies and processes are free from bias or discrimination and are fair and accessible, therefore we ask that all candidates complete our Application Process by uploading the two following documents:  

• Part 1: Supporting Statement  is all about you telling us about your suitability for the role and will be used to determine if you are shortlisted for interview. Please keep this one page maximum and do not include any personal information, e.g. name or date of birth. Please use the attached job description and person specification to help with this.  
• Part 2: Equal Opportunities Monitoring and Contact Form is personal information – so we can contact you if you are shortlisted for the interview. It also helps us gather and analyse demographic information about our applicants. This part will only be seen by HR and will not have any impact on shortlisting.
• Part 3: CV  - Please attach your completed CV outlining the jobs or voluntary roles you have had.

To apply for this role, please complete an online application.

Application forms are formatted to ensure the equality monitoring data is removed before applications are seen by the shortlisting panel. This process allows us to ensure that the shortlisting is done in a fair and consistent manner and all applicants are given the same opportunity to demonstrate their abilities. For further information regarding the role, please see attached the full job description and person specification.

Compulsory Requirement - The UK Government sets the legal regulations that we are required to follow. As an employer we must ensure that everyone is eligible to work in the UK and this is done by us checking and making a copy of the correct original identification/documentation before your first day of work. Currently we require you to have the right to work in the UK, as we are not a Home Office approved sponsor. 

Please note that interviews are planned for the 10th July 2024.. If you are unable to attend these dates, please note this in your application. 

Job Title:  Finance Manager

Reporting to:  Director of Operations

Direct reports:  Finance Assistants x 2

Contract type: Fixed term (11 months) 28 or 35 hours a week.

Pay: £40,000 (or FTE if doing 28 hours a week)

To apply to this role you must be a practicing Christian due to the parameters of the role

This post is subject to an occupational requirement that the holder be a practising Christian under Part 1 of Schedule 9 of the Equality Act 2010. 

Key responsibilities – Note the following list is not exhaustive and percentages are indicative only.

Oversight of accounting and cash management

Most of the detailed work in this section is undertaken by the direct reports with the oversight and management being provided by this Finance Manager role

· Appropriate recording, processing, coding, posting of all financial transactions – including but not limited to bank receipts and payments, accounts payable, accounts receivable, conference fee income, invoicing, journal entries.

· Regular timely bank reconciliations.

· Invoicing and credit control

· Chart of accounts structure and department codes

· Gift Aid claims

· VAT returns

· Foreign Speaker returns to HMRC

· Regular reconciliation of balance sheet accounts

· Manage the cash needed by the business, investing excess cash to maximise returns

· Manage fixed assets and related accounting

· Oversight, monitoring and management of key financials within our online event booking system including reconciliation of income recorded on the database to that actually received, with a target of reconciliation within 2 weeks of each month end.

HR Administration and Payroll

· Payroll - administration of and preparation of the payroll (Brightpay), including submissions in respect of HMRC and pensions.

· Management of staff holiday and sickness records

· Support of HR queries

Preparation of budgets and forecasts

· Management and preparation of the annual budget – including for example income (conference fees, product sales, advertising, onsite cafes), running costs (event production costs, team activity costs, honoraria) centralised costs (staff, overheads), departmental budgets (networking, marketing), capital and restricted funds etc.

· Update of forecasts as required with a target of quarterly reporting to Section Head budget managers and Director of Operations.

Reporting

· Management accounts/management information/data for regular quarterly report data as required including reporting on conference and product performance.

· Prepare year end accounts ready for review by Head of Finance.

· Reporting as required to review spending with department heads.

Management of the finance team

· Quarterly Reviews

· Day-to-day support

Oversight of financial management at conferences

· Systems with appropriate controls for the money arrangements at the gates, cafes sales and customer services (for eg Day tickets, programmes, coffee etc)

· Conference collections – counting, processing (Credit cards & Gift Aid), recording & banking

· Preparation of honoraria payments systems.

· Liaison with team leaders about their budgets

· Manage day to day requirements in the office on site

· Conference petty cash

· Oversee day to day requirements in the office on site

· Daily takings (cash & credit cards)  – counting, reconciling, recording and banking

Other

• Work well with all members of the wider staff team
• Attend and sometimes lead at staff prayers and other staff meetings.
• Responding to queries from Trustees, Operational Director and budget managers as required.

Applicants for a job with New Wine will need to demonstrate that they have the necessary skills, experience and attributes relevant to this advertised vacancy.  All applicants should be committed to New Wine’s mission and values.  

This job description is intended to summarise the primary responsibilities and qualifications for this position. The job description is intended to include only some duties an individual in this position might be asked to perform or all qualifications that may be required now or in the future.  New Wine reserves the right to revise the duties outlined in this job description at its discretion.   
 
 

Why join our team? 

One team: We care about you and invest in our team with training opportunities, quarterly reviews, and flexible working. We are keen for you to flourish here at New Wine, so if you see something you’d like to learn or a skill you’d like to develop, let your manager know! 

Workspace: We have moved our office to Work.Life, with our main base being the Liverpool Street branch.  Within the building, there are fantastic spaces for meeting, networking and coworking, as well as free coffee and events, breakfasts, and well-being activities for us as members.

Healthcare: We are pleased to have recently launched Vitality Healthcare for team members who work more than 15 hours a week.

Events: Joining New Wine has exciting opportunities as we head to our two main events, the New Wine Leadership Conference and the New Wine Summer Festival.  Depending on your job role, there may be other opportunities to head to site, but you will be invited, and arrangements would be made in advance.  Specifically, at our two main events, we will make sure to look after you so you can do your job to the best of your ability.  We also make sure TOIL is accrued so that you can rest to the best of your ability too! 

Prayer Days: Your physical, mental, and spiritual health are incredibly important to us.  While onsite at our events and throughout the year, we make sure to honour Prayer Days. 

Pension: After completing three months and passing your probation, you will be automatically enrolled in the New Wine pension scheme. As part of the scheme, we will contribute 10% of your salary. This scheme does not require any contributions from you. However, if you would like to make additional contributions, you can arrange this.

Executive Assistant to Oasis Group CEO

(a charity committed to community transformation)

Permanent, full-time contract.

Salary:  £37,416 per annum (Including London Weighting)

 Are you an Executive Assistant or Operations Manager looking to work for a charitable organisation that is passionate about making positive change to the communities it works in?  Oasis has a new opportunity for an Executive Assistant to provide high level support for our Group CEO.

Oasis Charitable Trust is a growing and fast-moving charitable organisation, a movement supporting young people and their families in 8 countries worldwide. Our vision is for building healthy communities: places where everyone is included, making a contribution and reaching their full, God-given potential.

An opportunity has arisen for an organised and experienced senior-level Executive Assistant who is comfortable supporting our Group CEO and working alongside our Founder. Working as a key part of the Oasis Group Office, no two days will be the same and the pace is fast, yet the work and opportunities will be hugely rewarding.

This key role requires the successful candidate to:

· Provide support to the Group CEO in leading the Oasis family, ensuring effective governance systems and managing innovation and development

· Provide executive level in-person support to our Group CEO which may mean UK travel to meetings, media appearances and conferences.

· Collaborate with other members of the Oasis Group Office to provide general administrative support and diary management to Oasis senior leaders

· Offer wider project support when needed (e.g. events and gatherings).

This is a challenging role working with a team of inspirational and driven, high-profile change-makers.  You will be well-supported by the Group CEO and Founder and will work alongside the Founder’s EA and Group Office Assistant. The successful applicant will be able to demonstrate professionalism, calmness and be an ambassador for the Oasis ethos in their day-to-day work. Working alongside the Founder and Group CEO require this role to be largely London office-based with occasional national travel.

For your expertise and commitment, Oasis can offer:

· An opportunity to work alongside people with passion and a purpose, being part of senior level meetings in media and government.

· A truly supportive network and family of staff in a motivating working environment.

· A non-contributory defined benefit pension scheme with 7% Employer contributions.

· 25 days annual leave (plus Bank Holiday), rising to 33 days over time.

· A Cycle to Work scheme and eligibility to join a cashplan healthcare scheme.

· The opportunity to be part of a movement making positive change in communities.

For further information or to apply, please go to the Oasis UK charity website. 

This is a rolling recruitment campaign until a suitable candidate is found, so please submit your CV and covering letter at your earliest convenience .  In your covering letter, please answer the following three questions:

1. What inspires you about this role and what is your motivation for applying?

2. Please give examples that demonstrate you have the personal qualities, experience and knowledge required for this role.  As well as general administrative skills, highlight your experience servicing senior staff, Boards/Trustee meetings, your innovative/entrepreneurial flair, project work, any volunteer work and transferrable skills you can bring.

 3. After researching the Oasis ethos and 9 Habits, do any of these stand out to you?  How might you incorporate them in your daily work and practice?

We actively encourage applications from people of all ethnic backgrounds and minority and underrepresented groups.  If you require any assistance to overcome potential barriers, please let us know.  Oasis is committed to making a difference to the lives of the communities it works in, and as such you must show a willingness to demonstrate commitment to the values and behaviours which flow from the Oasis ethos. 

We are committed to safeguarding and promoting the welfare of children and young people. We expect all staff to share this commitment and to undergo appropriate checks, including enhanced DBS checks.  The successful candidate will need to show proof of right to work in the UK.  Oasis supports Equal Opportunities. Registered Charity No. 1026487

VERTIC is looking to appoint a Head of Finance. The role involves managing the full range of the organisation’s finances and administrative functions. This includes budgeting and forecasting at the project, programme and central level as well as running the day-to-day financial and other organisational operations. The role will also involve maintaining and developing robust and user-friendly, financial and operational systems to underpin our work.  This is a great opportunity to work with an established and growing NGO with activities reaching around the world and to help maintain and strengthen its finance, administrative and operational functions. 

The role requires having significant experience in charity and not for profit financial management, as well as in overseeing the life-cycle of grants and other contracts from governments, organisations and charitable foundations internationally. You should have substantial experience in accounting and resource management software, audit processes and HR matters. We are looking for someone with excellent communication skills who can work with and present to colleagues across the organisation and understand the needs of their programmes and projects. The organisation is dynamic and has been growing in terms of the size and number of grants it has internationally. The organisation is relatively small in terms of staff numbers. The successful candidate should therefore be prepared to be adaptable and flexible and be able to move from strategic activities to sleeves up work with ease.

About us:

VERTIC (the Verification Research, Training and Information Centre) is an independent, non-profit making charitable organisation. Established in 1986, VERTIC supports the development, implementation and verification of international agreements to improve international peace, security, environment and development. Our activities cover international treaties and mechanisms preventing nuclear, biological and chemical weapons, measures promoting stabilisation between conventional forces, challenges and opportunities from new technologies, International Health Regulations and sustainable development. To support progress in these areas, VERTIC provides innovative research, capacity-building, and engagement with governmental, regulatory, diplomatic, scientific and non-governmental communities around the world. Our outputs include technical advice and planning materials, publications, presentations, information tools, databases, as well as events, workshops, training and exercises. We run projects solely and in partnerships with other organisations.

We carry out our activities across Africa, Asia, Europe and North and South America, and the Pacific. Our staff is comprised of international legal experts, scientists and policy analysts from a range of nationalities and disciplines. VERTIC has an office in London and staff and consultants based in other countries. The organisation’s funding comes from governments, regional and international organisations such as the EU and United Nations and charitable foundations. Our role ranges from lead implementer coordinating other partners, to sub-contractor. VERTIC is governed by a Board of Trustees and regulated by the Charity Commission for England and Wales. 

Functions and responsibilities

Organisation level

· Prepare annual, quarterly and monthly budgets and projections at the organisational and programme level along with management accounts and cash flow reports.

· Analyse forward cash and fundraising projections and needs.

· Brief and work with Executive Director on financial, HR and administrative matters including financial needs, staffing, projections, scenarios and planning, and risk monitoring.

· Prepare and present financial reports to Board of Trustees meetings.

· Ensure the Charity meets its statutory obligations to HMRC and Charity Commission and other relevant bodies as necessary, as well as insurance obligations.

· Keep the organisation compliant and up to date on law and best practices related to charity finance, governance, risk monitoring, HR and operations in UK and internationally.

· Prepare and submit annual statutory financial statements, prepare and facilitate the audit process.

· Help maintain, update and communicate VERTIC financial policies, procedures and controls.

· Maintain, develop and, where necessary, overhaul the organisation’s financial, HR and operational IT and physical infrastructure and records to ensure they are standardized and consistent, user-friendly, up to date, appropriately accessible and resilient.

· Ensure financial and related systems facilitate organisational stability, hand-over, and efficient knowledge-transfer including for financial management processes, software tools and records.

· Review and implement methodologies for calculating organisational financial needs and internal allocation approaches for full cost recovery, day charge out rates, overheads and reserves.

· Monitor restricted and unrestricted fund allocation

· Manage day-to-day finances, scheduling, tracking and fulfilling invoices and payments to suppliers, service providers in the UK and abroad.

· Manage bookkeeping activities, including transaction recording in the organisation’s books and reconciliation.  

· Manage bank and financial service provider accounts in various currencies, oversee fund transfers, process credit cards and charge card accounts.

· Address foreign exchange rates currency implications for the organisation. 

· For UK and international/non-UK staff: monitor staff time and leave records; ensure payroll and related employment payments are fulfilled and records kept; manage HR matters related to employment contracts, visas, salaries, time, leave, social security, pensions, benefits and expenses; assist with onboarding, offboarding, handovers.

· Support organisational level cyber security practices related to finance and operations.

· Review project contracts from funders, address due diligence and compliance matters, and keep VERTIC’s template contracts for consultants and organisations in line with best practice.

· Ensure new grants are recorded across VERTIC’s system including identifying funder rules and internal responsibilities.

· Oversee office management

Programme and project level

· Support Programme Directors with financial monitoring and planning for time allocation needs across staff and consultants, project delivery capacity, billing, fundraising, and expenditure - over monthly, quarterly and annual timelines.

· Oversee financial management of grants and other types of contract from governments from multiple regions, international organisations and charitable foundations.

· Schedule, prepare, submit and track financial reports to funders and invoices to funders, including submitting invoices on government finance systems.

· Monitor payment of invoices.

· Prepare for and host project-level audits.

· Support staff with project and activity level finances and expenditure monitoring.

· Support Programmes in fundraising by assisting with project budgets (covering staffing, travel to meetings, workshop costs, research tools, sub-contractors in the UK and overseas).

· Ensure adherence to government and charitable foundation funder rules and requirements on finance-related matters (procurement, due diligence, exchange rate methodologies, transactions, anti-bribery, anti-corruption, sanctions, management quality assurance, ethics)

· Assist with the preparation and review of contracts for sub-contractors and consultants

· Oversee/support staff with travel, event and other expenditure.

Requirements

· Significant level of experience in finance, operations and administration including in a senior/leadership role with responsibility for a department or small to medium organisation.  

· Understanding of charity accounting requirements.

· Experience in managing charity / not for profit finances including management accounts, budgets, monitoring and planning, day-to-day operations on banking, income and payments.

· Experience in using common accounting and management software, including QuickBooks, knowledge of ERPs is desirable.

· Familiarity with HR and project management software and service provider web portals.

· Experience in contract management from government and charitable foundation funders in the UK and overseas.

· Experience with financial requirements in fundraising from governments and foundations.

· Experience in HR in the UK and internationally.

· Experience with organisational practices such as strong cyber security and compliance.

· Excellent communication skills, including to non-finance staff and partners.

· Strong organisational and prioritisation skills, proactiveness, ability to work to tight deadlines.

· Ability to oversee and strengthen overall financial system as needed.

· Comfortable in hybrid and remote working environments.

· Familiarity with working with stakeholders from a variety of different cultures and regions.

· Ability to travel on occasion.

· Education and qualifications: at least a Bachelors level degree; Accountancy Qualification (e.g. ACA, ACCA or CIMA)

The organisation currently operates a hybrid working policy for staff based in and around London. At present, this role requires attendance in person on a number of days to be agreed and requires availability during office hours.  These factors can be further determined based on whether the agreement is for a full or part time position. You must have the right to work in the UK to apply for this post.

In return, we offer:

● A competitive salary commensurate with the candidate's qualifications and experience.

● 25 days annual leave allowance.

● Flexible working practices (including working from home).

● Relocation support.

● Pension scheme.

● Life insurance.

● Opportunities for education and training support.

Note: This Job Description reflects the current situation. It does not preclude change or development that might be required in the future.

VERTIC is an equal opportunities employer. We are committed to ensuring the representation of people from all backgrounds regardless of their gender identity or expression, sexual orientation, race, religion, ethnicity, age, neurodiversity, disability status, or any other aspect which makes them unique. We welcome applicants from all backgrounds to apply and would encourage you to let us know if there are steps we can take to ensure that your recruitment process enables you to present yourself in a way that makes you comfortable.

The position

To support the Financial Controller in running efficient and effective financial processing, financial controls, financial reporting and monitoring on all AKF (UK) income. To maintain a close working relationship with other AKF (UK) employees and provide cover for the Finance Officer (Expenditure).

KEY RESPONSIBILITIES AND CORE TECHNICAL COMPETENCIES

Financial processing

• Process donations received directly into AKF (UK)’s bank accounts into Raiser’s Edge and Microsoft Dynamics promptly and accurately.
• Process donations received through the AKF (UK) website into Raiser’s Edge and Microsoft Dynamics promptly and accurately, including ad hoc and standing order donations.
• Process donations received from online fundraising websites into Raiser’s Edge and Microsoft Dynamics promptly and accurately.
• Process monthly donations from Jamatkhanas into Raiser’s Edge and Microsoft Dynamics promptly and accurately.
• Process all non-donation related income received into Microsoft Dynamics promptly and accurately.
• Manage receipts of legacy income, ensuring full documentation and prompt transfer to AKF Geneva.
• Ensure all cheques and cash received are banked promptly.
• Ensure funds received for other AKDN agencies are transferred on a quarterly basis.
• Post all supplier invoices and supplier payments relating to Victoria Hall into Microsoft Dynamics.
• Prepare periodic statements relating to fundraising campaigns and share these with relevant individual donors.
• To provide cover for the following tasks owned by the Finance Officer (Expenditure).
• Ensure supplier invoices are authorised by the relevant budget holder and entered into Microsoft Dynamics promptly and accurately.
• Prepare payments on online banking system and ensure payment paperwork is sent to the bank signatories in good time.
• Process all bank payments, interest payments, deposit movements and bank charges into Microsoft Dynamics.

Financial administration

• Manage the donations inbox and liaise with donors and prospective donors to provide information and respond to queries.
• Ensure Raiser’s Edge is up to date with key donor information and standing data.
• Prepare and send letters to donors to acknowledge donations received, on a timely basis.
• Inform the AKF (UK) National Committee Chairman of all donations greater than £10k.
• Ensure AKF (UK) Gift Aid declaration forms are up to date and in line with current legislation.
• Prepare and submit the online Gift Aid claims on a quarterly basis.
• Provide assistance with the annual audit and the preparation of the statutory accounts.
•  
• Financial controls
• Complete the reconciliation of Raiser’s Edge to Microsoft Dynamics and to the bank on a monthly basis.
• Complete bank reconciliations on a monthly basis.
• Complete the reconciliation of all funds received for other AKDN agencies on a monthly basis.
• Complete other balance sheet reconciliations as required by the Financial Controller.

Income reporting

• Produce monthly reports for AKF Geneva on Golden Jubilee and Diamond Jubilee donations.
• Produce monthly reports for other AKDN agencies on donations designated to them by AKF (UK).
• Produce other ad-hoc reports on income as requested by the Financial Controller.

Qualifications

• CCAB qualified accountant (desirable).

Experience

• Minimum of three years hands-on experience in financial accounting.
• Advanced experience using Excel and integrated multi-ledger accounting systems.
• Experience working in a multi-currency environment (desirable).
• Experience of charity accounting and knowledge of such requirements.
• Experience working as part of a small hands-on team.
• Experience of filing Gift Aid claims.

Skills

• Good interpersonal, customer care and liaison skills with a wide range of stakeholders.
• Strong numerate skills with acute attention to detail.
• Fluent in oral and written English.
• Proficient in all Microsoft Office applications, especially Excel.
• Ability to work under pressure, manage competing priorities and delivering to tight deadlines.
• A commitment to high professional and personal standards and continuous improvement.
• Ability to work in a multi-institution network within a multicultural environment.

Knowledge

• Understanding of and appreciation for ADKN’s goals, values and ethics.
• Knowledge of charity accounting, charity fundraising regulation and company legislation.

About the Agency

The Aga Khan Foundation is a leading global development organisation working to tackle the root causes of poverty. For more than 50 years, we have helped create strong community institutions that support sustainable, locally driven initiatives to improve the lives of millions of people. By combining local knowledge with global best practices, we strive to bring about transformative and long-lasting improvements to quality of life.

Working alongside the agencies of the Aga Khan Development Network and through partnerships with local communities, civil society and business as well as governments and international aid agencies, we are building a future where we all thrive together.

Right to Work

• Must have right to work in the United Kingdom.

Must include CV and a supporting statement that outlines why they want the role, why they want to work for AKF(UK) and how their experiences and skills to date will make them the most suitable applicant for the role.

Closing date: 18th June 2024

Project Coordinator

We have an exciting new role that will support the Programme Director in the technical, functional and administrative aspects of project delivery and oversight as the charity develops and implements a transformational organisation redesign.

Position: Project Coordinator

Location: Homebased

Salary: £30,000 - £33,000 per annum

Hours: Full-time, 35 hours per week (flexible working)

Contract: Fixed term until 31/07/2025, with a view to extending up to 18 to 24 months

Closing Date: 10am, 17th June 2024

About the Role

As Project Coordinator you will support the oversight and delivery of the array of projects that fall within the Transformation Programme scope, to ensure that the vision, benefits, and value of this programme are fully realised whilst retaining a fully operational BAU.

About You

As Project Coordinator, you will bring with you the following key skills and experience:

• be able to demonstrate the ability to be proactive and solution focused, organised and methodical with a high attention to detail and have the ability to collaborate with a wide range of stakeholders and partners and use appropriate language/influencing skills,
• previous project management experience related to change management or in a mixed BAU/project delivery dynamic is desirable but not essential,
• prior knowledge of work scheduling, decision logging, RAI&D mapping and change control would also be beneficial but not essential,
• Strong IT skills including SharePoint and Excel are essential.

About the organisation:

This unique charity connects people and green spaces to deliver lasting outcomes for both, their vision is Healthier, Happier Communities for Everyone. They believe that green spaces are an essential part of healthy, happy communities.

The outcomes of their work:

Environment: Green spaces are created, protected and improved, for nature and for people.
Communities: Communities are stronger, working together to improve the places where people live and tackle the issues that matter to them.
Health & Wellbeing: People improve their physical and mental health & wellbeing, by being outdoors, active and connected with others.
Learning & Skills: People improve their confidence, skills and prospects, through learning inspired by the outdoors.

Join in, feel good.

The organisation is committed to increasing equality, diversity and inclusion. This means reflecting critically on issues of equality, diversity and inclusion within all that it does, identifying and taking appropriate actions to reduce inequality. We welcome applications from anyone regardless of age, disability, ethnicity, heritage, gender, sexuality, religion or socio-economic background.

Other roles you may have experience of could include Project Manager, Project Lead, Project Coordinator, etc.

PLEASE NOTE: This role is being advertised by NFP People on behalf of the organisation. #INDNFP

Location; Home based within the UK. Occasional travel to key events across the UK.

The purpose of this role is to provide administrative, project and event planning support to the Director of Network Programmes & Innovation. This will involve working with the Director and other colleagues to build a strong structure for the directorate as they work towards fulfilling their strategic goals.

Role responsibilities

·Diary and Email Management- Review incoming correspondence for the Director of Network Programmes & Innovation and take action as appropriate; drafting emails and documents, collecting and analysing information, initiating communication with key stakeholders and supporting the Director’s work as part of the Senior Leadership team.

·Event and Meeting Logistics - Organise regular meetings and events on behalf of the Director of Network Programmes & Innovation, liaising with external partners and key stakeholders.

·Project Planning – Provide administrative and logistical support to develop and deliver a range of projects on behalf of the Director of Network Programmes & Innovation and the Operations leadership team.

·Working with stakeholders - Work closely with people across the network and externally to ensure that the Network Programmes & Innovation directorate are engaged and represented as needed to maximise collaborative working.

·Travel and logistics – Booking travel, hotel rooms and meeting rooms for the Director of Network Programmes & Innovation.

Person Specification

Technical skills and minimum knowledge:

· Clear understanding of the need to maintain confidentiality.

· Experience planning and supporting projects, events and meetings with multiple stakeholders;

· Proven ability to operate with diplomacy, tact and empathy at all levels.

· Strong written and oral communication and administrative skills and ability to adapt communication style as appropriate.

· Highly organised and experience providing support for a Director and senior colleagues and developing strong working relationships with key partners at all levels of seniority.

Behaviours and competencies:

· Demonstrates a commitment to the values of the Trussell Trust

· Demonstrates a good understanding or capability to learn the principles underlying GDPR, other applicable legislation and best practice.

· Effectively plans and organises tasks and activities which involve multiple partners

· Spots opportunities and barriers for the Director of Network Programmes & Innovation and takes initiative to develop appropriate responses

· Manages relationships with colleagues and participants with confidentiality, warmth, professionalism and sensitivity

· Role models inclusive behaviours and values

Key Stakeholders

· Network Programmes & Innovation Directorate

· EA/PA Group

· External partners

· Key Funders

· SLG

The Head of Counselling has overall responsibility for the smooth running of the clinical services, the recruitment of suitable counsellors, supervisors, and Strides HCC team to ensure the maintenance of high standards of service delivery. 

The role is an integral part of Strides, working with the CEO and other Heads of services to support the continuous development and delivery of services in line with Strides’ strategy. 

The main purpose of the role is to provide effective management and leadership of Strides HCC. The role focuses on the strategic development of the project, the financial management and financial sustainability of its operations, and the overseeing of all aspects of the clinical service delivery and clinical governance. 

KEY RESPONSIBILITIES

• To be accountable for all aspects of clinical governance in the service, reporting back to the CEO as required.

• Organise and chair the steering group meetings, review minutes and report back on actions and progress.

• Responsible for ensuring service(s) meet contractual, funding and legal obligations as applicable.

• Conduct regular management / quality audits and provide management reports on performance.

• Contribute to organisational policy and procedure development.

• Produce and revise service-specific policies, and oversee their implementation across the HCC service.

• Accountable for ensuring robust information management is in place; supporting the continuous Strides' information management systems and utilising management information reporting to assist management oversight of performance and to inform service developments.

• Alongside facilities management and service manager to proactively ensure that all key elements of effective health 

STRATEGIC MANAGEMENT

• Develop and embed deliverable annual plans for each service. Work with and support the other Heads of services      and safety management are in place for all services, including delegating specific duties as appropriate in each service and the SLT in promoting the work of Strides.

• To sustain existing and develop new business for HCC by raising the profile of HCC and by identifying, engaging,      and  building relationships with new clients and other mental health services.

• Develop professional networks and partnerships with a range of key stakeholders to aid service development.

• Anticipate and develop strategies to resolve service challenges or risks involving appropriate colleagues.

FINANCIAL RESPONSIBILITY

• To set an annual operational budget for each service in conjunction with service managers, finance team and senior  management.

• Act as budget holder for designated area, responsible for monitoring and controlling assigned budget, taking              corrective action where appropriate, and reporting as required.

• Work with service managers to ensure all financial and administrative processes are delivered to a high standard      within policies and procedures.

• To identify possible sources of income, working with fundraising colleagues on sourcing funding for service                development.

SAFEGUARDING

• Be responsible and accountable for ensuring HCC fully embeds excellent safeguarding practice and are fully aware  of organisational safeguarding policies and procedures.

• Act as key source of support, advice, and expertise for safeguarding for the service.

• Together with the Clinical Manager act as points of contact for counsellors and supervisors in case of urgent clinical  questions/issues. 

PEOPLE LEADERSHIP

• Create clear vision and objectives for service(s) under your leadership; empowering, motivating people to be fully      engaged and participate in the work and provide high standard clinical service.

• Through line management responsibilities, develop accountable service managers with clear expectations and          objectives, ensuring learning needs are assessed and met.

• To have regular, clear communication with direct reports and facilitate a ‘feedback loop’ to ensure your teams are fully  informed of organisational decision making and updates and team members are provided mechanisms to feed into organisational developments. 

• To ensure that staff operate at the level of competency specified for their posts; to coach, support and develop staff to enhance their levels of competency and to take effective steps to address underperformance.

• To work with service managers and HR team to ensure the best possible management of team members, ensuring    all matters are managed in line with Strides policies and procedures.

• Line manage the Service Manager and the Clinical Manager, and the Clinical Supervisors.

• Monitor and support the work of Supervisors & organise and chair quarterly supervisors’ meetings.

• Together with the Clinical Manager, organise an annual seminar program for HCC Counsellors and Assessors.

OTHER DUTIES AND RESPONSIBILITIES

• To contribute to Strides’ overall strategy and business plan.

• To work collaboratively and contribute to positive working relationships with team colleagues, wider Strides                colleagues and volunteers and to participate in reflective practice.

• To fully engage with and represent the area of responsibility as required in the system of organisational management and Board of Trustee meetings and Strides events.

• To keep abreast of current legislation and other developments relevant for the specific area of work.

• To maintain probity and transparency in all dealings and declare any interests that might affect the role.

• To adhere to Strides Diversity and Inclusion and Health and Safety Policy in all aspects of the work.

Interview Date: 5th July 2024