Operations Coordinator

Lifespace provides one to one mentoring for children and young people to reduce distress, build resilience and enable them to achieve more. We create a safe time and confidential space for young people between 7 and 19 years to explore the challenges they face, and what they want in life. We work with individual young people, with families and with schools, colleges, community groups and agencies in Warwickshire.

We’re looking for a detail focussed individual, with experience of working in a busy office environment, to help us deliver our ambitious new Three Year Plan.

You’ll have excellent administration skills, be self-motivated and able to work collaboratively.

You’ll work closely with the CEO, Head of Delivery and Operations Coordinator (Finance and Impact) to support our volunteer and paid staff. You’ll also liaise with schools, partner agencies and families.

Experience of HR administration or volunteer coordination would be an advantage.

**MAIN PURPOSE AND SCOPE OF THE ROLE**
- To work in partnership with the Operations Support Co-Ordinator (Finance and Impact), in supporting the CEO to manage systems, process and administration required to provide a high-quality mentoring service.
- To provide timely and relevant feedback to schools and partners within the bounds of confidentiality.
- To liaise with the Head of Delivery on contract data and allocations.
- To liaise with the CEO and Head of Delivery on personnel-related tasks.

**DUTIES AND KEY RESPONSIBILITIES**

**1. Undertake HR related duties as and when required, as follows**:

- Lead on recruitment of staff and volunteers.
- Arrange staff and volunteer induction timetable, including “issuing” and going through policies and procedures and taking up references.
- Process and maintain a record of DBS checks, contact schools with DBS information of mentors. Contact Mentors to complete new checks 30 months after last DBS check.
- Lead on Volunteer Coordination, in collaboration with the Head of Delivery.
- Send staff details to external Payroll provider and confirm any payment changes with Operations Coordinator (Finance and Impact) e.g., sessional mentor hours.
- Administer Pensions, adding or amending staff.
- Work with external HR support service, to issue staff contracts and upload copies.
- Maintain staff/volunteer contact details database including prospective volunteers.
- Coordinate organisation of training sessions for both new and existing staff.
- Maintain record of holidays/absence.
- Process sickness absence forms.
- Work with CEO to ensure all Return to Work/Risk Assessments are in place.
- Lead on development of a training matrix and cyclical training plan.

**2. Contract management and deployment**:

- Work with the Head of Delivery to manage Early Help (MHISC) contract.
- Support the management and placement of staff into settings in line with contract and/or funding requirements.
- Produce timely and accurate KPI and contract data to enable delivery of Lifespace services and grant funding reports.

**3. Other administrative duties as required to maintaining the efficient running of the office including**:

- Deliver an effective range of internal-communications.
- Ensuring Risk Assessments are in place and updated.
- Supporting the CEO to ensure GDPR responsibilities are fully actioned.
- Administration of relevant Policies and Procedures as required
- Organising Social Events
- Providing reasonable support in the event that the Operations Coordinator (Finance and Impact) is absent or in times of increased workload.

**GENERAL RESPONSIBILITIES**
- To work collaboratively with the Head of Delivery, Designated Safeguarding Lead and Core Team to ensure effective charity operations.
- To support service delivery that ensures the safeguarding of young people at all times with awareness of safeguarding process.
- To undertake all reasonable training, learning and development activity designed to support you in your role and in line with requirements.
- To be responsible for your own health, safety, welfare and conduct ensuring compliance with Lifespace Policies and Procedures.
- To uphold the Lifespace Values: Inclusive. YOUth-led. Trustworthy. Ambitious. Approachable. Collaborative

**ADDITIONAL INFORMATION**
- This post is Term Time Only with an additional 20 hours per year within school holidays.
- You will be paid monthly.
- You will be entitled to holiday pay on a pro-rata basis.
- Term time post holders are not eligible for-in term annual leave.
- Access to and ability to drive is desired but postholders using public transport may be considered.
- Flexibility in working locations.
- Most hours will be worked within standard office day but could be split across multiple days (one day overlap is required with Operations Coordinator (Finance and Impact).
- Travel and other reasonable expenses will be paid.
- This role requires some office based work but a proportion of hybrid working is available.
- An Enhanced DBS che