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Ark Resettlement Services is a voluntary sector organisation which supports people involved in with the criminal justice system. We support service users upon release from prison to resettle into the community by providing short-term accommodation.
Job Title: Operations Officer
Reports To: Head of Operations
Hours: Full-Time (37.5)
Job Purpose
The Operations Officer is a pivotal role, ensuring the smooth and efficient running of the organisation’s operations, property management, and support services. This position combines strategic oversight, administrative support, and hands-on management, ensuring high-quality service delivery to stakeholders, team members, and service users.
Key Responsibilities
Operational Support
* Oversee the day-to-day operations of the organisation, ensuring efficiency and alignment with strategic objectives.
* Coordinate key projects, including event planning, fundraising, and partnership development.
* Coordinate administrative functions, including minute-taking, diary management, and report writing.
* Support the leadership team, including the CEO, by providing critical insights and operational updates.
Property and Maintenance Support
* Support the management of maintenance properties under Ark Resettlement Services.
* Respond promptly to tenant/service user inquiries, coordinating with contractors and maintenance teams to address issues.
* Monitor property maintenance, voids, and housing benefit statuses, reporting changes to the Head of Operations.
* Ensure all properties comply with relevant housing regulations and health and safety standards.
* Liaise with local authorities and support organisations to deliver comprehensive assistance.
* Maintain accurate records in Salesforce, including maintenance logs and service user details.
* Manage utilities and billing processes, resolving tenant inquiries and ensuring timely payments.
* Conduct regular follow-ups to maintain satisfaction and stability.
Human Resources (HR) and Compliance
* Draft and issue HR documents, including contracts, warning letters, and policy updates.
* Oversee recruitment, including shortlisting, interviews, and onboarding processes.
* Manage DBS applications, payroll attendance reporting, and uphold HR policies.
Communications, Fundraising and Reporting
* Research and support funding applications to diverse sources.
* Create detailed reports for funders and coordinate meetings with project leads to gather data.
* Monitor and evaluate project progress, providing clear insights and recommendations.
* Design and produce key organisational materials, including service user handbooks, brochures, tenancy agreements, and other content.
* Support technological development, website, Salesforce, social media platforms, monitoring engagement, and sharing updates from stakeholders.
Partnership Development and Networking
* Establish and maintain strong relationships with stakeholders, including local authorities, charities, and corporate partners.
* Represent the organisation at key events, workshops, and conferences.
* Oversee all logistics, including venue booking, stakeholder invitations, catering, and communications.
Key Skills and Competencies
* Leadership and Coordination: Proven ability to manage diverse teams and oversee complex operations.
* Communication: Excellent written and verbal communication skills, including report writing and stakeholder engagement.
* Problem-Solving: Strong analytical skills to resolve operational issues efficiently.
* Organisational Skills: Ability to prioritise tasks and manage multiple responsibilities simultaneously.
* Technical Proficiency: Proficient in Microsoft Office Suite, and good knowledge of graphic design tools.
Qualifications and Experience
* Proven experience in operations, property management, or human resources.
* Strong track record in managing events, projects, and fundraising initiatives.
* Familiarity with the voluntary sector (preferred but not essential).
* Expertise in stakeholder engagement and developing strategic partnerships.
* Commitment to promoting diversity, equity, and inclusion in all aspects of work.
Additional Information
* The role requires occasional evening or weekend work to attend events or manage urgent issues.
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