Office Manager

2 weeks ago

London, United Kingdom GIFT Inc Full time

For the past 20 years GIFT’s mission has been and continues to be to inspire and enable lifelong giving.

We are looking for an enthusiastic, well organised individual to join a highly motivated team to continue its vital work in the community. GIFT is a dynamic, exciting place to work with potential for excellent candidates to grow and develop.

SCOPE:

The role of the Office Manager will be to ensure the core administration vital to the smooth operational running of GIFT is implemented. They will be required to run and continuously improve the main administrative functions of GIFT, including database management, compliance, website management, HR and general risk management. They will additionally need to collaborate with all members of the GIFT team, enhancing internal communications and teamwork.

Areas of Responsibility

  Database Management

Oversee the CRM database, ensuring the data is clean and updated on an ongoing basis

Ensure all methods of capturing database information are set-up and working properly to guaranteeall information being captured. This includes iPad’s working at relevant sites plus capture cards when needed and then added to the database using JFT database support

Produce reports as required for GIFT fundraising, volunteering and activity

Produce reports of correct databases and information for mail-outs, email newsletters and donor campaigns

Develop the CRM database in consultation with the Director of Operations and Chief Technical Officer, ensuring it continually evolving

Support and if necessary cover the Fundraising Administrator with inputting and checking donations, and also reconciling against donations across platforms

General Administration

Run the general office administration, to include ordering supplies and supporting staff with general administrative tasks

Support any events with general administrative tasks, including planning logistics and sending out information

Follow up with individuals and teams to ensure statistics are captured by all staff

Complete credit card statements on a monthly basis ensuring all staff input the correct budget codes.

Assist with the management of the info@jgift.org email account

Website

Liaise with web designer as required to ensure new pages, features and changes to the home page are made

Upload new events, new donation pages, job adverts, press releases and other relevant information

IT

Liaise with JFTs IT Department, implementing any major development work

Ensure all new starters have the necessary IT equipment and a GIFT email address set up prior to starting. This includes a desktop/laptop computer, mobile phone and anything else required

Staff Management & HR

Implement the leave system for keeping accurate records of all types of leave taken by staff, which includes sick leave, annual leave and any other leave requested

Ensure all new starters are set up for commencing employment. This includes ensuring their desk and equipment is ready and also explaining the annual leave and any other systems upon starting

Implement best recruitment practices, including publishing job adverts, dealing with enquiries, scheduling interviews, rejecting candidates and also creating & administering interview tasks when appropriate

Ensure DBS checks are completed for all relevant staff

Source and ensure all necessary training is offered to staff as appropriate, including Safeguarding, Health & Safety, First Aid, Teams and IT Training, etc.

Compliance

Ensure all necessary compliance documentation is saved securely in an accessible format so Directors and Trustees are able to access it

Update all policies, procedures and processes as advised by JFT and the Director of Operations, ensuring appropriate staff know about all relevant changes

Implement any policy requirements such as, but not limited to, DBS checks, filing incident reports, completing H&S reports and any other required process

Update the Risk Register on an ongoing basis and notify the Director of Operations of any potential risks

Ensure Risk Assessments are completed and saved for all events and programmes, using standard templates

Any other duties as reasonably required

The role may require working outside contracted hours

Personality / Experience

Excellent interpersonal and communication skills, both verbal and written, with the ability to work collaboratively and build relationships at all levels

Methodical and highly adaptable with the ability to multitask and prioritise an ever-demanding workload whilst maintaining meticulous attention to detail

Must be self-motivated and able to work independently with the capability to handle pressure and last-minute requests

Must have excellent administration and IT skills with proficiency in the MS Office Suite and experience using CRM databases

Working at GIFT

Working at GIFT is such a rewarding experience. Helping others and encouraging the community to get involved in giving is at the core of our mission.

GIFT’s charitable work has been nothing short of phenomenal and has inspired me and should inspire everyone to give back.

Volunteer Tutor aged 19

Volunteering for GIFT back in 2008, when I was in Sixth Form, made a profound impact on me (not just because my now-wife did the food deliveries with me). I would now like to share these experiences with my own kids as they grow up, to help them learn the lessons I was lucky enough to learn myself.

GIFT’s charitable work has been nothing short of phenomenal and has inspired me and should inspire everyone to give back.

Volunteer Tutor aged 19

Volunteering for GIFT back in 2008, when I was in Sixth Form, made a profound impact on me (not just because my now-wife did the food deliveries with me). I would now like to share these experiences with my own kids as they grow up, to help them learn the lessons I was lucky enough to learn myself.

#J-18808-Ljbffr

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