Job Description
Post: Operations Manager
Responsible to: Board of Trustees
Main Purpose of the Job
The role will involve being responsible for the oversee day-to-day operations of the organization. They will ensure the smooth functioning of the organization, manage administrative tasks, coordinate and implement efficient processes to maximize productivity. Handle tasks relating to fundraising, supporter engagement, accounting, budgetary control, external publicity, and overall statutory compliance of the charity.
Duties:
Key Responsibilities:
1. Booking/Assessments
2. Budgets & financial planning/cash flow
3. Complete ownership of fundraising platforms/Just Giving, crowd fundraising, stand-alone donations
4. Day to day co-ordination/sourcing of fundraisers equipment/promotional materials
5. Health & Safety
6. Housekeeping-care taking duties (occasionally)
7. Liaise with fundraisers and future sponsors - presentations
8. Liaise with Trustees to compile relevant regulatory reports
9. Manage calendar
10. Meet & greet Clients
11. Monitor cash, cheques and technology donations
12. On call duties
13. Promotion of Hope House marketing /website
14. Risk/Fire Assessments
15. Stock control
16. Team Meetings
17. Travel requirements for collections/ meetings/fundraisers/training
18. Volunteer monitoring
19. Weekend/evening hours
20. Written correspondence
Development and delivery of Services to Hope House Ireland:
To ensure all applications, requests are dealt with in a timely manner when booking in clients. Manage, organize, and monitor Charity budgetary activity. You will be required to ensure the effective use of resources/funds and create financial plans for the future, whilst being concerned with what amount of money is available to the Charity, and how it is to be spent.
As the client receives donations from platforms such as Just-giving and Pay Pal, you will be required to become familiar with the Donation type of Crowd Funding. Update training will be provided.
You will be required to source and co-ordinate all items that are needed for the promotion of the charity. You will co-ordinate the collection and distribution of collections tins/buckets to regular and new fundraisers. This will involve traveling to various premises/locations and at times, engaging with the general public.
The health and safety of our Service Users and our Volunteers is of paramount importance. You will assist in creating health and safety policies. The Health, Safety, and Environment (HSE) will be a comprehensive management framework, which will include creating a Charity safeguarding policy, managing risk assessments, reporting accidents and illness. Also provide information and consult with board members and volunteers, first aid and display of relevant signage. In general, create an environment that will ensure that acceptable standards are maintained. Update training will be provided.
Assist with Housekeeping duties when necessary, for example, when Housekeeper is on holiday, or absence through sickness or illness. The client will provide a checklist for both the cottage and the lodge that will help ensure the smooth running of both properties. The Housekeeper may also occasionally request additional support from time to time.
Meet with fundraisers, and accept donation handovers when possible, this should be with the agreement of Trustees. Establishing and maintaining good relations with current and future fundraisers/sponsors is key to ensure the future development and growth of the charity. Greeting fundraisers with kindness and hospitality is of paramount importance.
Fundraising requires a great sense of unity and motivation, often at a time of great loss and should be valued and respected at all times. Attend, prepare and present presentations representing the charity. Any representation, written or verbal must be agreed and approved by the Trustees/Board prior to events.
Work closely with board members on a regular basis, keeping records on progress made and matters arising on Charity business. Compile relevant reports that will meet Charity regulatory requirements.
Review the calendar on a daily (daily to the days of work), weekly basis. At the end of the working week ensure any changes updates to the diary are relayed to the House Keeper or appointed Trustee. Inform Trustees of any urgent/important matters that need immediate attention.
You will be required to handle cheques or cash donations. This can be in form of cash left in either the cottage or lodge, from post, handing over of cash, cheques etc. Keep a written record of any transactions (email Trustees) and pass on to a Trustee at your earliest convenience.
You may occasionally be requested to be on our ‘On Call’ rota. Being on call will mean that you will be the person that our Service Users will be able to contact in case of an emergency.
You will be responsible for marketing the charity. This will involve both through the media & social media platforms. You work towards a process of promoting our website to attract visitors to inform them of our services and increase our visibility online.
Provide a safe workplace that manages and reviews risk/fire hazards. The charity requires comprehensive workplace fire risk assessments, which involves identifying fire hazards, assessing people at risk, and recording the findings. The charity is committed to engaging with fully qualified fire professionals to inspect and advise potential fire hazards.
You will be responsible for stock control and managing stock by way of an inventory. You will be required to order stock, or any supplies needed for fundraising merchandise, that is required to ensure the smooth running of the charity.
Other Duties:
To fully participate and undertake any other reasonable duties, as and when required by the Charity.
Person Specification – Essential Criteria:
* Budgetary experience
* Community Outreach/Build relationships, Coordinate and manage - actively take part in initiatives
* Deal with enquiries - Users/Fundraisers
* Develop & implementation of health & safety policies/procedures experience
* Develop & refine strategies experience
* Excellent interpersonal and communication skills (media)
* Excellent organization skills
* Excellent telephone manner
* Excellent verbal communication
* Five years experience in a Management/Administrative post
* GDPR responsibilities
* Implementation Plans - Trustee Approval
* Managing relationships with Service Users/Partners/Funding Bodies
* Practical experience - Computer Literacy/Microsoft Office/Analyse & Figures on Excel/Quarterly reports produced on MS packages
* Providing a positive and uplifting experience to those coming to the charity is essential
* Secure relevant funding/applications-grants-provide relevant evidence
Personal Attributes – Abilities
* Ability to work on your own (unsupervised)
* Ability to work well with others & prioritize tasks have an understanding of the importance of confidentiality
* Excellent time management skills
* Experience of event planning
* Flexible and open to change
* Full clean driving license
* GDPR responsibilities
* High level of competency in managing priorities
* Independently problem solve
* Managing relationships with Service Users/Partners/Funding Bodies
* Sensitivity, empathy and understanding
* The post holder must be friendly, caring, helpful and flexible
* Willing to undertake relevant training
* Willingness to work at different locations if and when required
Desirable Criteria:
* Charity experience
* First Aid trained
* Health & Safety trained
* Knowledge of Cancer related diseases.
Hours: 40 (plus) Hours (to include 10 voluntary hours)
Salary: £20,000 (gross per annum)
Closing Date: 27 September 2024 @ 5.00 pm
To Apply: If you would like to apply for this role, please send us your updated CV via the link provided and one of the team will be in touch with you. Or if you would like to discuss this position, please contact our office to speak to one of our consultants.
We are an equal opportunities employer. We welcome applications from all suitably qualified persons.
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