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Operations Manager

Gloucester

Job Description

Responsible to: GFTH CEO Hash Norat

Based: Smiles Community Café, The Oxbode, Gloucester

        

Contract: Fixed term at 12 months from start date

Pension: 3% organisational contribution

Annual leave: 25 days annual leave + Bank Holidays pro rata

Key Responsibilities

Service Support

1. To maintain and develop effective administrative systems (post, telephone enquires etc.)
2. To act asa first point of contact for callers on the Office phone and/or in person, answering queries, signposting callers and taking messages for team members
3. To act as a first point of contact for callers (people in need) making a referral into the service, and completing the referral paperwork/arranging package of care etc
4. To manage volunteer rota/training/signing up procedure
5. To ensure all internal template documentation is up to date and available for use
6. To ensure GFTH has all the right and necessary policies and procedures for effective, safe and efficient working practice
7. To support Hash with the day to day running of Smiles and all food programmes that are delivered from Smiles.

FINANCE

8. To administer the petty cash system in line with agreed processes and to produce monthly reports
9. To raise and pay invoices and to administer staff expenses
10. To register monies/donations received
11. To maintain purchase systems (e.g. stationery, cleaning and kitchen supplies)

Human Resources

12. To support Hash with the organising of volunteer and staff recruitment
13. To ensure updating of the induction pack for new staff and volunteers and to induct new staff/volunteers on day one
14. To ensure all staff, volunteers and trustees are updated with training including safeguarding, first aid and food hygiene.
15. To complete DBS paperwork for new staff and volunteers
16. To monitor and manage staff annual leave requests

Organisational

17. To take part in all team meetings and internal events
18. To undertake training to develop personal and professional skills
19. Support GFTH in ensuring a high standard of service delivery

Criteria:  E=essential        D=desirable  E/D
Qualification, Training and Experience  

Experience providing administrative support to a team/organisation E
Experience of developing and maintaining administrative systems including accurate and timely record keeping systems E

Skilled use of all standard MS Office applications E
Qualification(s) in use of MS Office applications D
Experience of accurate and timely data inputting preferably into databases E
Excellent literacy, be able to write letters and to proof read and edit documents E
Able to plan and prioritise own work to given deadlines and to plan and oversee the priorisation of overall organisational administration including delegating and monitoring tasks E
Experience of managing a team providing administrative support to a busy organisation D
Experience of working within the voluntary sector. D
Experience of working with databases or performance management systems D

Skills and Abilities 

Experience of taking calls from the public and being the first point of contact within an organisation E
Able to work confidently and sensitively with members of the public including able to handle distressed people in a calm, warm and professional manner. E
Able to work on own initiative and as part of a team E
Clear and effective verbal and written communication skills. E
Experience of planning social media campaigns D

Knowledge  

Understanding of the needs of the people we are here to serve.  E
Knowledge and understanding of how a non-profit entity is run D

Personal Traits 

A creative and flexible approach. E
Ability to work as part of a team. E
Excellent verbal and non-verbal communication skills.  E
A commitment to support people who need our services E
Responsibility to own wellbeing and able to source support or ask for assistance.  E
Commitment to continuing own professional development. E

Other  

Clean driving licence and access to own vehicle.  E
Eligible to work in the UK.  E
Willingness to access training relating to duties.  E
Able to be flexible as some weekend work may be needed   E
Able to travel as required.  E

Email your CV and a covering letter explaining why you want this role and what skills and experience you bring to GFTH by clicking on Apply Now.

Equality Statement

We aim to meet all our obligations under the Equality 2010 Act and welcome applications from people from all sections of society.  We will make reasonable adjustments to the working environment as required.

Closing date for applications: 2nd April 2025 Interviews will be held on: 15th April at Smiles community café

Salary: £25,000 - £27,500 per annum pro rata depending on experience

Hours Per Week: 30 hrs flexible, with some evening and weekend work

Apply Now

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