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Operations Officer

3 months ago

London, United Kingdom Galapagos Conservation Trust Full time

Job description

**Who are we**

Galapagos Conservation Trust (GCT) is the only UK registered charity focussed solely on the conservation of one of the most unique and ecologically important, but vulnerable, areas in the world, the Galapagos Islands. With 25 years of experience, we partner with Ecuadorian authorities, NGOs, local communities and leading researchers both in Galapagos and the UK to support impactful conservation programmes and deliver community outreach across the Archipelago.

By raising funds and awareness in the UK, we are able to support and deliver projects in Galapagos, helping to contribute to the overall management of this unique ecosystem and enabling us to achieve maximum positive impact in our efforts to conserve the special wildlife of these Islands.

**Why you’re here**

Reporting to the Head of Finance, you will have an essential and diverse role supporting the operations and administration of a ~£1.2m charity, which has ambitions to grow. You will support the Head of Finance through financial book-keeping, CRM management and HR support. You will be the first point of contact for all enquiries and will be responsible for the smooth running and effective administration of the office. You will be joining us at an exciting time as we implement a new three-year strategy, which includes expanding the team and growing our income through increased programme activities and securing larger, institutional grants. We are currently reviewing our income processing methodology which will in time provide scope for progression in this role.

**What we want**
- An experienced person with a high level of organisational ability with a strong attention to detail
- Excellent verbal and written communication skills with a friendly and open approach
- A strong member of the team with a can do attitude who will be responsive to the changing demands of a growing organisation
- A passion for conservation and the natural world and knowledge of working in the charity sector

**What you’ll deliver**
- High quality financial support for the Head of Finance
- Timely and high quality communications to those contacting GCT and our supporters
- High level of staff wellbeing and connection to the cause through our internal communications and HR activities
- Support the smooth running of the office including administration and IT

**What you’re responsible for**
- Efficient processing of income and thanking supporters
- Preparation of the monthly accounts for the accountant and support administration of income and expenditure
- Weekly banking and invoice payments
- Being the first point of contact for enquiries to GCT including answering the phones and the management of GCT’s general mailboxes
- Support the smooth administrative running of the office by maintaining an effective data filing system, updating the Subscriber database, procurement and management of external suppliers and day to day IT support
- Overseeing our volunteer programme either by managing their workload directly or by supporting the appropriate GCT staff member the volunteer is supporting
- Ensuring all staff and volunteers are kept informed of GCT’s work and activities through strong internal communications
- Support HR and staff wellbeing activities including weekly team meetings and organising staff away days
- Support the implementation of HR policies and action plans
- Manage administrative onboarding of staff
- Support the preparation of materials for Board and other governing body meetings
- Organize team meetings and other team occasions
- Support Head of Finance in automating processes
- Help ensure GCT remains compliant with GDPR regulations

**How we’ll measure it**
- Achievement of personal KPIs and targets
- Positive feedback from supporters, the public, Trustees and GCT staff
- Efficient running of GCT operations
- The financial performance and long term health of GCT

**What you will get**
- An opportunity to gain operational knowledge of a charity and increase your skills particularly in finance, HR and administration
- Support from the Head of Finance and other staff as appropriate
- Opportunities for training (where appropriate)
- A connection with cutting edge conservation projects in the planet’s first World Heritage Site, the Galapagos Islands and the surrounding Galapagos Marine Reserve
- To be part of a committed team which is supported by a fully engaged Board of Trustees

**Work Experience & Skills**
- Experience in working in an office environment, particularly in finance, reception work, office administration, IT and HR
- Excellent IT skills including ability to use Microsoft Office 365 to a high level of proficiency
- Technical skills in CRM databases and/or financial software
- Experience in working within a small team
- Some experience with financial processes (desirable)
- Knowledge of charity regulations, for example, Gift Aid, data protection and privacy (desirable).

**Key information**

**Place