Home » News » JOB VACANCY: Oxfordshire Community Foundation – Operations Manager
JOB VACANCY: Oxfordshire Community Foundation – Operations Manager
April 3, 2025
Role summary
OCF is seeking an Operations Manager to ensure all OCF operations run smoothly and are good value for money. It is a key role reporting to the CEO and supporting all functions across grant-making, financial management, and donor care. There are particular responsibilities on leading our Salesforce CRM, supporting the financial accountant, and overseeing our physical and virtual office. Training will be provided as required.
Job location (usual place of work): OCF office at 3 Woodin’s Way, Oxford (less than 10 minutes’ walk from Oxford bus and train stations) with hybrid working options.
Applications close: 11pm on 23rd April 2025
Hours: Full-time at 35 per week (0.8 FTE will be considered)
Contract is: Permanent
Our ideal candidate is a highly organised, practical, and motivated person who loves problem-solving. You know that a charity’s operations need to run well to deliver its mission, and you are proud to play a proactive part in that.
You enjoy working with numbers and digital systems and supporting colleagues to get the most out of data.
You have a keen eye for value for money and like managing suppliers to ensure that every penny of charitable funds is being well spent. You are a team player who enjoys being part of a small organisation and getting things done together. You are interested in OCF’s work and are excited to learn more about grant-making and philanthropy to inform your role.
Responsibilities:
1. Finance (40%):
1. Processing donations in line with internal procedures (updating tracking sheet and forecast, preparing receipts, visiting bank, checking Gift Aid declarations and updating Salesforce within 48 hours)
2. Preparing draft monthly Gift Aid returns
3. Assisting with the payment of grants to charities and community groups and producing an archive of collated payment requests packages, using this to create bank/SAGE upload forms, resolving errors and updating Salesforce with grants awards and grants paid
4. Assisting with the finance due diligence process for making grants by getting charity accounts, charity number, and taking part in the analysis of grant applicants
5. Reviewing incoming invoices for unrestricted expenses, getting approvals and preparing payment requests
6. Maintaining a log of subscriptions, renewal dates and services provided, and supporting the cash forecasting and annual budget
7. Administering the quarterly Finance Committee (minutes, actions, setting dates)
2. Salesforce – our Customer Relationship Management system (20-40%):
1. Being the Salesforce admin/superuser for OCF and providing ongoing advice to colleagues (full training will be provided)
2. Being the lead for OCF on a significant one-off Salesforce upgrade supplied by our membership body UK Community Foundations (UKCF), and then on procuring continual upgrades
3. Liaising with UKCF to project manage the upgrade from a local perspective, scheduling and supporting training and user acceptance testing by the team, reporting bugs and ensuring they are resolved promptly by the supplier
3. Office management (20-40%):
1. Ensuring our physical office is working well by managing contracts for the phone system, broadband, heating system, fire alarm, security alarm, cleaning, etc.
2. Ensuring the office is a welcoming and professional space, including updating displays, maintaining regular office and kitchen supplies, disposing of confidential documents, and overseeing necessary repairs or improvements
3. Being the primary contact with our IT suppliers on hardware and software support
4. Serving as the main point of contact for deliveries and visitors
5. Maintaining appropriate insurance cover
6. Ensuring our health and safety procedures and policies are updated and adhered to, including fire safety and first aid
7. Enforcing office policies such as data protection
8. Administering the weekly team meeting (agenda, tech requirements, actions)
9. Assisting with the onboarding process for new starters
10. Supporting with our Help-Desk inbox and phone-line and directing communications appropriately
11. Administering room bookings, IT and refreshments for grants panels, staff and trustee awaydays and training (circa 1 per month on average)
12. Supporting other OCF activities, such as events, as required in line with the job purpose and role
We are a certified Oxford Living Wage employer.
OCVA is a registered charity No. 1108504 and a company limited by guarantee No. 05363946. Registered in England and Wales. VAT registration no. 948566174
#J-18808-Ljbffr