Charity Operations Manager

Job Description for Charity Operations Manager

Salary: £15,000 pa (plus employer pension contribution)

Holiday entitlement: 28 days including English public holidays

Hours: 16 hours per week but it is essential that the post holder work flexible hours to attend meetings and oversee all the work of the Charity. Quarterly Board meetings end 7pm in Central London and there may be an annual weekend away-day.  

Contract: Permanent after 6 months’ probationary period.

Location: London and SE. Able to attend meetings in Windsor, London and Kent for which the charity will cover reasonable expenses, as we will for any travel.

Reporting to: The Director or appointed deputy.

About the ME Trust:

Our Vision:     To bring hope and transformational care to all affected by ME/CFS

Our Mission:   To provide multi-disciplinary care and support, shaped around the needs of each person with ME/CFS and their community of carers.

About this position: The charity has a small number of paid part-time staff – a Fundraiser, Clinical Governance Lead and Operations Manager. Over the past year the service has grown significantly and we are now better placed to develop clinical services, and become a yet more significant portal of hope and practical help for people with ME and those caring for them.  The person appointed will be offered opportunities for training as and when skills need to be developed further.  Whilst the job description might look a little daunting, we would encourage those who want to develop this post and make a significant difference for people with ME to apply.

Current Developments: Too often, people with ME/CFS struggle to find appropriate care and support. We are working to transform the landscape of service provision so that accessible, expert, patient-led care is available across the UK for all those who need it.                            

We presently offer help and support from a very experienced multi-disciplinary team (doctor, physiotherapist, counsellors and chaplains) by various means -  phone, email, skype or home visit. We have CQC [Care Quality Commission] registration and will open our first out-patient clinic for face to face consultations this summer.  

Job Summary

• To manage and develop the work of the Charity in accordance with the charity's Trust Deed and Three-Year Strategy
• Ensure the safe and efficient working and development of all staff and volunteers.
• To be the CQC Nominated Individual
• Manage the budgets

Key responsibilities:

1. Implement the Three-Year Strategy for the charity under the guidance of the Director.
2. As CQC Nominated Individual, and together with our CQC Registered Manager, ensure we are CQC compliant to the highest of standards   
3. Exercise proper financial controls, producing and adhering to budgets.
4. Control expenditure, paying invoices, processing expenses, maintaining petty cash, collating statistics and producing monthly P/L and other reports as requested.
5. Use Xero for bank reconciliation, accounts, and pay roll; organise Gift Aid Claims; and renew insurance.
6. Manage online giving.
7. Maintain and develop an accurate and up to date database using Salesforce.
8. Ensure the good governance of the organisation; that we work within current legislation, and policies are developed and amended regularly including such areas as Health & Safety, Equal Opportunities, Data Security and any other legal requirements e.g. Risk Assessments are carried out when necessary.
9. Ensure HR policies are regularly reviewed and kept up to date.
10. Give direction to those running projects as required after discussion with the Director.
11. Develop a good working relationship with Stakeholders to ensure the aims of the Charity are met.
12. Website and Communications:
    • Create and update website content as required via a user-friendly content management system.
    • Collate, format and send out regular e-newsletter.
    • Ensure telephone and internet/email communications work securely and effectively.
    • Manage the Office 365 and mobile device management systems.
13. Prepare quarterly report for the trustee board.

Note:

1. This job Description is not a definitive list of tasks, rather it is designed to give an over-view of the job. It is envisaged that the post-holder will use their own initiative and develop the job so the Charity's aims are achieved. It should be noted that the Charity is a small organisation and it may be necessary to step beyond the areas outlined above to support others.
2. The ME Trust is an Equal Opportunities Employer and reasonable adjustments will be made to accommodate people with disabilities. No discrimination due to race, sexual orientation, religion or creed will be made.

Person Specification

Knowledge & Experience:

• Some experience of successfully managing office operations.  
• Some knowledge of HR compliance and processes.
• Exceptional verbal and written communication skills with the ability to present information to a wide audience at all levels.
• Experience of managing budgets.

Skills & Abilities:

Essential:

• Team player with ability to work independently. 
• Excellent administrative skills with good attention to detail.
• Excellent communicator, both written and verbal to a good standard of English language.
• Good interpersonal skills.
• Advanced experience and ability with MS Office software.
• High level of numeracy.
• To be able to promote themselves and their work; being a positive role model in line with the ethos of The ME Trust Charity.
• Ability to think creatively, plan, and be forward thinking in relation to addressing challenges and applying learning.
• Ability to manage a variety of tasks simultaneously to meet agreed timescales and deadlines.
• Analytical skills (financial and operational).

Desirable:

• Experience of working with CQC.
• Experience of planning budgets.
• Experience of updating websites.
• Experience of using Salesforce.
• Understanding of legal obligations of charities and small employers.
• Knowledge of the charity/voluntary sector.
• Experience of managing staff/ volunteers.

Please send a CV and covering letter in support of the application to:

• The Director, The ME Trust, 12 William St, Windsor, SL4 1BA
• Or by email to: h.hall@metrust.org.uk

Shortlisted candidates will be offered a brief informal chat with our Director, Hannah Clifton, prior to interview.

A short list of applicants will take place after the closing date.  We will be in touch with all candidates at that time.

Deadline for applications:     Monday 9th 2018

Interview venue and date:    London, 23^rd July 2018