Head of Administration

**Job Title**:Head of Administration and Operations

**Responsible to**:CEO

**Hours**:28 hours per week (flexible)

**Work Location**:Hybrid

**Salary**:£35k - £40k depending on experience (prorated)

**Direct Reports**:Finance and HR Coordinator, Programme Support and Volunteer Coordinator, Business Analyst and Trustee Support

**Cross team working**Finance Director, Head of Service and Fundraising Manager

**Role Overview**:
Kangaroos is entering an exciting period of development and is expanding its team.

We are a Mid Sussex Charity that supports over 400 families, providing clubs and activities for people with learning disabilities, including those with complex needs. Over the next 2 years we want to expand our service by 30%, so that we can offer more activities and work with all families that would like to access our service. We currently have a waiting list of 88 families.

We are looking for a Head of Administration and Operations to join our team to support this development. Reporting to the CEO, this is a newly created key senior role which has operational and strategic responsibilities for managing Kangaroos HR, Finance and Admin functions. This involves running efficient, clear and effective processes and systems, providing excellent project and risk management and striving for continuous improvement, to support Kangaroos to deliver the highest standards of care and support for members and their families.

**Main Duties**
- **Administration**:

- **HR**:

- **Finance**:

- **Reporting, Monitoring and Evaluation**:

- **People Management & Team Working**:

- **Other**

**Administration**:

- Lead the administrative procedures involved in booking members into clubs and activities using Vcita CRM to ensure an efficient and effective service for members
- Create and manage rotas for Kangaroos services, ensuring suitable volunteers, staff and sessional workers are booked to work and rotas are compliant with Ofsted requirements and H&S/employment legislation
- Oversee invoicing and payment collection relating to clubs and activities
- Manage all responses to enquiries from parent carers, schools and social care in a professional and sensitive manner, ensuring issues are addressed or escalated as appropriate
- In accordance with data protection legislation, ensure all relevant data and information is accurately recorded on Vcita and maintain organised and up to date electronic and paper filing systems.
- Support colleagues to use administrative processes correctly and efficiently
- Oversee the efficient administration of Kangaroos, including organising services from suppliers/third parties, maintaining organised and up to date filing systems for relevant data and records, coordinate Kangaroos office health and safety responsibilities, including point of contact for Health & Safety at the Hub
- Coordinate ITC needs and assist colleagues with IT & telecoms issues, including liaising with suppliers
- Support the creation and distribution of communications, e.g. updating website content, assisting with the production and distribution of digital and hard copy publicity materials
- Contribute to the continuous process of reviewing and updating Kangaroos administrative systems and procedures, encouraging ideas and feedback from colleagues and identifying external best practice
- Lead the development and review of consistent policies (the Policy Matrix), procedures and quality assurance standards that support Kangaroos values and comply with Ofsted and other legislation and guidance
- Oversee the work of the Business Analyst and Trustee Support officer in the organisation and production of Management Committee Meeting agendas, minutes and other documents
- Support the CEO in governance-related administration as directed, e.g. updating policies, contracts and associated documents

**HR**:

- Manage all issues relating to HR for the organisation, including the effective use and development of the HRIS system, SafeHR
- Support the CEO to identify strategic and operational HR priorities and develop plans to deliver these
- Advise and support the CEO on HR issues and appropriate solutions
- Promote a culture of learning, development and sharing of good practice across all teams
- Develop a Learning and Development programme for all staff and volunteers; including identifying training needs, sourcing training/development opportunities, organising sessions and gathering and reviewing feedback
- With the Finance and HR Coordinator, manage the recruitment, onboard, employment and offboarding of all Kangaroos staff and sessional workers to ensure Kangaroos continues to provide an outstanding, quality service, which is continuously striving for improvement
- Support the Volunteer Coordinator to design, implement and oversee a Volunteer Programme that delivers, supports and retains a pipeline of volunteers
- Support senior colleagues in addressing employee relations matters including disciplinary/performance/attendance