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Operations Administrator
2 weeks ago
Job Summary Who we are
Communigrow is a sustainable food education charity based in East Malling, Kent. We teach people how to grow chemical free food, using the therapeutic benefits of gardening to bring about positive change to physical and mental wellbeing. Our mission is to enable communities to realise the educational and wellbeing benefits of sustainable horticulture and growing.
We are seeking a unique person to join our small and friendly team at our 2.5 acre Community Garden.
We are seeking a highly organised Administrator to support a wide range of our operational functions. The successful candidate will be responsible for managing administrative tasks across all aspects of the Charity. This role offers an excellent opportunity for individuals with strong office experience and administrative skills to support the Operations Manager and the wider and very diverse team who are all very passionate about the natural world, the environment and protecting nature.
KEY RESPONSIBILITIES
VOLUNTEER ADMINISTRATION: Maintain and develop administrative processes and procedures for the effective recruitment, induction, on-boarding and deployment of volunteers. Complete all necessary pre-appointment paperwork (References, DBS,) Monitor the volunteering email inbox, respond to potential new volunteers enquiries, arranging visits with the field team.
Respond to requests from the staff team for additional volunteer support, liaise with the community engagement manager to promote volunteer vacancies. Review (at least annually) volunteer job descriptions to ensure they meet the needs of the charity. Post volunteer opportunities within volunteer and community networks/websites
CHARITY ADMINISTRATION
KPI Reporting Collect and report on KPI's for all areas of the charity. Prepare and publish regular reports (as required by Ops Manager/Trustees) which demonstrate the performance of the charity.
Grant Management Assist with recording grant income and expenditure as part of Finance reporting. Diarise report due dates and assist with recording & reporting of qualitative and quantitative data from The Field School and one off projects to ensure funder reports are completed on time
Financial Administration Monitor income and expenditure for The Field School ( our schools work) Request issuance of invoices as and when required (liaison with our bookkeeper) Manage budgets & income for commissioned learning projects & community workshops. Maintain the recording of the income pipeline, (adding income received). Deputising for the Operations Manager; authorising payroll/invoices and the procurement of resources, as required.
HR Support Monitor and record training to ensure key staff have completed essential training requirements for their role. e.g. Manual Handing First Aid, GDPR, Safeguarding, Food Hygiene. Administer DBS applications (for staff & volunteers) Business continuity Record and Update new processes and procedures in the Communigrow Operations Manual. Maintain a record of all partners/contact information, all suppliers and subscriptions (including passwords/account details)
General Administration Updating MailChimp with new contacts for mailing lists. Supporting our Community Engagement Manager with Media Administration. IT Administration, (e.g. creating new email/google account log-ins)
Person Specification
Reliable and well organised Flexible approach to work (able to multi-task) Friendly, encouraging and approachable Able to work independently, manage workload effectively
Skills and Experience
Strong organisational and administrative skills. Excellent communication skills, both written and verbal. Proficiency in Microsoft Office/ Google Suite and data management software. Detail-oriented with strong analytical and problem-solving skills. Ability to prioritise tasks to meet deadlines Confident and effective communicator both verbally and in writing Voluntary sector experience and understanding (desirable) Understanding of or interest in sustainable food growing Empathy with protection of the natural environment Experience of in undertaking financial payment processes, recording & maintaining financial records and spreadsheets Experience of preparing data for and collating reports for various audiences
Applicants from all backgrounds, genders, abilities and ethnicities welcome.
This role is subject to an enhanced DBS and will require current employment references.
To apply for this role please send your current CV and a covering letter of support to include your motivation for applying and how your skills and experience match the job specification. If you are shortlisted we will ask you to complete a full application. We also welcome visits from prospective candidates.
We will also consider applications from people who would prefer to work on a self-employed basis.
This role is ideal for an organised individual seeking a challenging yet rewarding opportunity within a supportive and very unique workplace.
Job Types: Part-time, Permanent, Freelance
Pay: From £14.00 per hour
Expected hours: No less than 12 per week
Benefits:
- Casual dress
- Flexitime
- Free parking
- On-site parking
- Work from home
Work Location: Hybrid remote in West Malling ME19 6BJ
