Your primary task will be to take on responsibility for managing specific projects such as those outlined below, and to lead on other projects as identified by the Chief Operations Officer (COO). You will be working alongside the COO to provide operational, developmental, and strategic support for the charity, ensuring its continuation, sustainability, and success. You will provide strong communication and organisational skills and ensure systems are in place to facilitate effective co-ordination and functioning of all sections of the charity. You would be expected to work autonomously and be able to meet deadlines. You will actively seek and develop new opportunities for our charity and be able to deputise for the Chief Operations Officer when appropriate, e.g., during annual leave. This includes ensuring all reporting aspects are complete, including liaising with other team members.
AREAS OF WORK, TASKS, AND RESPONSIBILITIES
Project Management
* Responsible for ensuring robust project management documentation is in place, producing milestone plans and monthly updates, and highlighting any risks.
* Taking full responsibility for the coordination and delivery of designated projects from start to finish.
* Organising cultivation events, including venue sourcing, booking, and attendee management.
* Organising international trips for clinicians, including: booking flights and accommodation; organising travel insurance; managing visa applications and other necessary paperwork; managing all communications with clinicians.
* Bringing teams to the UK for training visits, including: liaising with hospitals and relevant departments; organising flights and accommodation; managing visa applications and other necessary paperwork, managing all communications with clinicians.
* Coordinating and producing/accessing training videos and resources, and liaising with the specialist website provider for upload and management.
Charity Development
* Working to manage charity activities, including, but not limited to:
o Positioning CLEFT as a respected charity and ensuring it works to influence and encourage good practice within the sector.
o Liaising effectively and working with the Board of Trustees, committee members, and section leads, as well as other relevant stakeholders.
o Seeking opportunities to promote and develop the charity within the sector.
o Supporting the charity in development opportunities with sector specialists, outside organisations, and other key stakeholders to develop relationships on behalf of the charity.
o Maintaining a direct link to the Board of Trustees, committee members, and section leads through meeting attendance and ongoing comms via email/WhatsApp, contributing effectively where needed.
Other areas of responsibility
The Deputy Operations Officer should be prepared to perform other duties that may be necessary from time to time, falling within the remit of responsibility of this post and appropriate under the charitable objects and development plan. These may include but are not limited to:
* Shared running of the virtual office.
* Regularly liaising with Trustees and keeping them updated.
* Updating and adhering to CLEFT’s policies and procedures, including the development of new policy when directed or identified.
As a small charity, all team members need to be flexible with their approach and be willing to undertake basic duties as and when required.