Operations and Administration Officer
| Posting date: | 26 June 2024 |
|---|---|
| Salary: | £28,000 per year, pro rata |
| Hours: | Full time |
| Closing date: | 19 July 2024 |
| Location: | Warrington, Cheshire |
| Remote working: | Hybrid - work remotely up to 1 day per week |
| Company: | Wheels for All |
| Job type: | Permanent |
| Job reference: |
Summary
Wheels for All is seeking an Operations and Administration Officer as we embark on an exciting period of growth. In this pivotal role, you will support the Operations team, the Executive Management Team (EMT), the Board of Trustees, the Finance team, and the wider organisation. Your responsibilities will span various operational, compliance, administrative, and support functions, ensuring the smooth running of our charity.
Title: Operations and Administration Officer
Salary: £28,000 FTE
Hours: Flexible. Open to options between 3 days (21 hours/ 0.6FTE and 5 days (35 hours/ 1 FTE)
Contract: Permanent
Location: Warrington Head Office base with hybrid working available.
Reporting to: Chief Operating Officer
Role responsibilities
Human Resources Support
Recruitment: Support the recruitment process by helping to create job descriptions, place adverts, attract quality candidates and conduct assessments.
Staff Onboarding: Ensure all new staff are welcomed and integrated into the organisation, guided by the new starter checklist.
DBS & Safer Recruitment: Ensure the safety and well-being of all beneficiaries, by ensuring appropriate DBS checks are conducted for all employees, volunteers, trustees, and contractors who work with or have access to children, young people, or vulnerable adults and employees
HR Administration: Support HR administration by managing contact databases, probation period deadlines and performance review schedules.
Employee Relations: Help promote a positive work culture by facilitating open communication, addressing workplace issues and supporting the management of any employee conflicts or grievances.
Managing Employee Benefits: such as the Employee Assistance Programme, annual leave entitlement and apparel.
Training Requirements: Manage training schedule for the team, including first aid, health and safety, data protection and safeguarding.
Employee Engagement: Help create and deliver initiatives to enhance employee morale and satisfaction, such as team-building activities and events.
Asset Management: Oversee the issue, use and return of equipment used by the team, such as uniforms, phones, laptops etc.
Compliance Support
Data Protection: Support the Data Protection Officer in ensuring compliance with data protection regulations.
Audit Schedules: Oversee audit schedules for health and safety assessments.
Documentation Management: Document and manage the retention schedule and naming conventions.
Policy and Procedure Management: Manage the review schedule for policies and procedures, helping the Board and EMT ensure compliance with the Tier 3 Code for Sports Governance.
Workplace Safety and Health: Help ensure a safe and healthy work environment by implementing safety protocols, training programmes and complying with regulatory standards related to workplace safety, such as workplace assessments.
Insurance: Manage insurance policies schedules for equipment, personal liability, professional liability, etc.
IT Support
Technology: Support the implementation of new technology solutions, such as HR and Monitoring and Evaluation systems.
System Access: Manage access for systems like Worknest E-learning, SharePoint, etc.
Microsoft Implementation: Create and manage Microsoft 365 accounts for staff and board members.
Filing Structure Oversight: Maintain and oversee the organisation’s SharePoint filing structure.
Equipment Maintenance: Ensure appropriate maintenance, updates, and training for IT equipment.
Executive Management Team (EMT) and Board Support
EMT Support: Provide support to the Executive Management Team where necessary.
Board Meeting Arrangements: Arrange board meetings and AGM, including communicating with members, taking minutes when required and filing documents.
Governance Documentation: Keep the website updated with governance documentation.
Trustee and Member registration: Manage the registration and setup for trustees and members
Office Management
Point of Contact: Serve as the primary contact for internal and external enquiries, manage phone calls, and handle mail.
Office Staffing Management: Oversee bookings, phones, and ensure adequate office staffing levels.
Contract and Compliance Management: Oversee contract details and renewals for office equipment, supplies, health and safety checks, fire safety and liaison with landlord.
Booking Assistance: Assist staff with bookings for vans, events, travel, etc. such as at our presence at the National Cycle Show and other major cycling and disability inclusion events.
Note: This job description is subject to amendment based on experience and consultation with the post holder. It provides a general indication of duties and may vary over time.
Application Process
Please apply by sending your CV and a covering letter explaining how you meet the requirements of the role to recruiting@wheelsforall.org.uk, including ‘Operations and Administration Officer’ in the title. Alternative formats are also welcomed e.g. video or audio.
You don’t need to be a cyclist to apply for this role, but you do need to share our passion to deliver our services and enjoy making a difference to people’s lives.
Closing date for applications: 5pm July 19th, 2024
If you have any questions or would like to have an informal discussion about the role, please email recruiting@wheelsforall.org.uk, call 01925 575 628 or visit our contact page.
Title: Operations and Administration Officer
Salary: £28,000 FTE
Hours: Flexible. Open to options between 3 days (21 hours/ 0.6FTE and 5 days (35 hours/ 1 FTE)
Contract: Permanent
Location: Warrington Head Office base with hybrid working available.
Reporting to: Chief Operating Officer
Role responsibilities
Human Resources Support
Recruitment: Support the recruitment process by helping to create job descriptions, place adverts, attract quality candidates and conduct assessments.
Staff Onboarding: Ensure all new staff are welcomed and integrated into the organisation, guided by the new starter checklist.
DBS & Safer Recruitment: Ensure the safety and well-being of all beneficiaries, by ensuring appropriate DBS checks are conducted for all employees, volunteers, trustees, and contractors who work with or have access to children, young people, or vulnerable adults and employees
HR Administration: Support HR administration by managing contact databases, probation period deadlines and performance review schedules.
Employee Relations: Help promote a positive work culture by facilitating open communication, addressing workplace issues and supporting the management of any employee conflicts or grievances.
Managing Employee Benefits: such as the Employee Assistance Programme, annual leave entitlement and apparel.
Training Requirements: Manage training schedule for the team, including first aid, health and safety, data protection and safeguarding.
Employee Engagement: Help create and deliver initiatives to enhance employee morale and satisfaction, such as team-building activities and events.
Asset Management: Oversee the issue, use and return of equipment used by the team, such as uniforms, phones, laptops etc.
Compliance Support
Data Protection: Support the Data Protection Officer in ensuring compliance with data protection regulations.
Audit Schedules: Oversee audit schedules for health and safety assessments.
Documentation Management: Document and manage the retention schedule and naming conventions.
Policy and Procedure Management: Manage the review schedule for policies and procedures, helping the Board and EMT ensure compliance with the Tier 3 Code for Sports Governance.
Workplace Safety and Health: Help ensure a safe and healthy work environment by implementing safety protocols, training programmes and complying with regulatory standards related to workplace safety, such as workplace assessments.
Insurance: Manage insurance policies schedules for equipment, personal liability, professional liability, etc.
IT Support
Technology: Support the implementation of new technology solutions, such as HR and Monitoring and Evaluation systems.
System Access: Manage access for systems like Worknest E-learning, SharePoint, etc.
Microsoft Implementation: Create and manage Microsoft 365 accounts for staff and board members.
Filing Structure Oversight: Maintain and oversee the organisation’s SharePoint filing structure.
Equipment Maintenance: Ensure appropriate maintenance, updates, and training for IT equipment.
Executive Management Team (EMT) and Board Support
EMT Support: Provide support to the Executive Management Team where necessary.
Board Meeting Arrangements: Arrange board meetings and AGM, including communicating with members, taking minutes when required and filing documents.
Governance Documentation: Keep the website updated with governance documentation.
Trustee and Member registration: Manage the registration and setup for trustees and members
Office Management
Point of Contact: Serve as the primary contact for internal and external enquiries, manage phone calls, and handle mail.
Office Staffing Management: Oversee bookings, phones, and ensure adequate office staffing levels.
Contract and Compliance Management: Oversee contract details and renewals for office equipment, supplies, health and safety checks, fire safety and liaison with landlord.
Booking Assistance: Assist staff with bookings for vans, events, travel, etc. such as at our presence at the National Cycle Show and other major cycling and disability inclusion events.
Note: This job description is subject to amendment based on experience and consultation with the post holder. It provides a general indication of duties and may vary over time.
Application Process
Please apply by sending your CV and a covering letter explaining how you meet the requirements of the role to recruiting@wheelsforall.org.uk, including ‘Operations and Administration Officer’ in the title. Alternative formats are also welcomed e.g. video or audio.
You don’t need to be a cyclist to apply for this role, but you do need to share our passion to deliver our services and enjoy making a difference to people’s lives.
Closing date for applications: 5pm July 19th, 2024
If you have any questions or would like to have an informal discussion about the role, please email recruiting@wheelsforall.org.uk, call 01925 575 628 or visit our contact page.