Purpose of the Job:
We are looking for an organised and capable Operations Manager to ensure the smooth day to day running of Aylesbury Homeless Action Group (AHAG) by managing the finances, data, facilities and offices, policies and procedures and recruitment. Reporting to the CEO the role is based in central Aylesbury, however, we are able to offer the flexibility of some working from home. This position is for 30 hours per week, spread across 4 days between Monday and Friday. The specific working days and hours will be agreed upon with the successful candidate.
About Us
Aylesbury Homeless Action Group is a registered charity working to eradicate homelessness in the Aylesbury Vale area.
We work towards our vision by reducing the impact that homelessness has on both the individual and the wider community. This is achieved through offering practical and structured support for people to access safe, affordable housing and motivating them towards independent living.
We have the following values which underpin the work that we do:
* Creative
* Collaborative
* Integrity
* Consistency
* Respect
Core responsibilities
Finances
* Working with the CEO to plan and manage AHAG’s financial strategy ensuring that it is informed by our overall strategy.
* Preparing budgets, monitoring cash flow and bookkeeping.
* Preparing our annual accounts for reporting back to the Charity Commission.
* Managing the monthly payroll, PAYE and pensions including adding new starters, sick pay and maternity pay. Receiving and acting on HMRC correspondence.
* Creating and paying invoices ensuring that they are paid on time and checked.
* Manage the petty cash, matching cash and receipts and including this in bookkeeping.
* Manage the annual gift-aid claim.
* Manage payments direct for clients such as rent-in-advance, deposits or other funding.
* Manage our use of restricted funding.
* Provide support for grant funding applications and reporting back to funders.
Facilities, office management and HR
* Manage annual insurance renewal and ensuring that all AHAG’s activities are suitably insured.
* Manage utilities and other contracts – Ensure utilities, cleaning contracts, fire alarms, key holders, boiler checks, PAT testing and any other contracts are in place with AHAG getting the best deal possible along with the service needed.
* Liaise with Solicitors about the lease of the building and maintenance as necessary.
* Purchase of office furniture and equipment and other supplies for the building – Ensure that all necessary stocks are kept topped up as well as purchasing of office and IT equipment as necessary.
* Organise cleaning and maintenance which is the responsibility of AHAG to be carried out as well as ensuring that any practical issues with the building or its facilities are dealt with to ensure health and safety for staff and visitors.
* Administration relating to staff leave, absence, training and maintenance of personnel file containing each staff members’ address, phone number, emergency contact details, any relevant medical information, DBS check details, sick leave and annual leave.
* IT management – Ensuring new staff members are set up with access to all relevant accounts, troubleshoot any IT issues which arise, liaise with website developer.
* Ensure AHAG staff have first aid and fire marshal training as necessary.
* Assist in planning for staff Wellbeing days.
Policies, procedures and risk register
* Write and review policies and procedures according to policy review schedule.
* Create and regularly review an operational risk register along with trustees and CEO.
Recruitment
* Assist in writing job descriptions and advertising job vacancies.
* Assist in shortlisting and interviewing applicants.
* Contact references for applicants and submit DBS checks.
* Write contracts and ensure any other pre-employment checks are done and complete any necessary administration associated with preparing for a new starter.
Trustees and governance
* Act as secretary for trustee meetings and provide admin support for the trustee board.
* Keep up to date with Charity Commission reporting and guidance and share updates as appropriate with trustees.
* File annual report and accounts to Charity Commission.
Other responsibilities
Any other duties related to the job.
Person specification:
* Have management experience and be willing to take day to day responsibility for finance, HR and facilities management.
* Have experience of charity finance or a financial qualification including book-keeping, preparation of accounts and budgeting managing payments and invoices.
* Be highly organised, capable of managing multiple deadlines throughout the year, while efficiently handling a busy day-to-day schedule.
* Be a confident user of IT, particularly the Microsoft Office suite of programmes, including Excel.
* Have up to date experience or knowledge of HR regulations or demonstratable ability to learn.
* Have clear written and verbal communication.
* Be able to collaborate effectively with colleagues, contribute to shared goals, and support others while maintaining a positive working environment.
Benefits
* Work-life balance – We encourage staff to take their full annual leave entitlement (starting at 28 days plus bank holidays, increasing after 2 years’ service).
* Personal development – We have a dedicated training budget and support staff to undertake additional training and learn new skills.
* Staff wellbeing – We hold a monthly staff wellbeing day, including a staff lunch. This enables staff to take a break from frontline work, to undertake individual or whole staff training and building team unity. Staff can take advantage of supervision sessions with a trained mental health nurse to support with challenging cases.
How to apply
To apply please send an up-to-date CV detailing your relevant experience and training together with your recent employment history to info@ahag.org.uk. You should send a statement to support your application and the names and contact details of two referees.
Interviews – Shortlisted candidates will initially be contacted by telephone, so it is important that you include a phone number on your application.
Equal opportunities
We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for our team.
Job Types: Part-time, Permanent
Pay: £32,800.00-£34,720.00 per year
Expected hours: 30 per week
Work Location: In person
Application deadline: 28/11/2024
Expected start date: 01/03/2025
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