Join to apply for the Office and Administration Manager role at Newquay Foodbank
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Join to apply for the Office and Administration Manager role at Newquay Foodbank
Newquay Foodbank was established in 2011 as a volunteer-led, emergency food distribution charity tackling food insecurity in our community. Today, it is a vital community asset, operating over three sites with over 100 volunteers, providing emergency food, support and early interventions for local people in crisis and at risk of falling into poverty. As a member of Trussell, we are committed to addressing the root causes of food insecurity and working towards a future where foodbanks are no longer needed.
JOB PURPOSE
To ensure the smooth running of the office and the coordination of systems and administration across the Charity, supporting the Foodbank to deliver high-quality services and advance its mission to alleviate food poverty in Newquay and the surrounding areas.
KEY RESPONSIBILITIES
The post holder will provide a professional, consistent and responsive administrative service and manage the running of key office systems and processes. This includes leading on information management systems and processes; ensuring premises are well-maintained and welcoming; streamlining and developing new processes and procedures; and providing underpinning administrative support across all operational areas, including finance, HR, compliance, volunteer systems, and governance.
Specific responsibilities include:
General Administration
* Ensure day-to-day administrative and systems support across the range of Charity operations, ensuring tasks are completed in a timely manner and to a high standard
* Manage and maintain all office systems including SharePoint, volunteer rotas, Assemble etc
* Collate and record data as required, ensuring all data entry, recording and reporting is compliant and accurate, including for Board reports, evaluations or grant funding requests
* Provide administrative project support to the Director and Operations Manager as required
* Organise the production, collation and distribution of internal and external information such as flyers & newsletters
* Ensure Charity related tasks such as audit prep, site compliance and the annual return to charity commission are completed in a timely manner
* Monitor and respond to incoming calls, emails and messages promptly and professionally
* Maintain, monitor and train others to adhere to office and charity systems and processes
* Provide Board and meeting administration as requested, for example collating papers, taking minutes, tracking actions, agenda co-ordination etc
* Support the review and updating of organisational policies; maintain a policy library and ensure timely reviews.
* Support GDPR compliance through responsible data handling and storage practices.
* Coordinate the completion and submission of routine returns and reporting required
* by external agencies such as Trussell, Charity Commission etc
Finance administration
* Support thecharity’sfinancial processes through:
* Updating finance spreadsheets and supporting budget monitoring
* Reconciling records with bank statements
* Assisting with preparing figures for reports
* Provide administrative support to the Director and Operations manager in relation to the preparation of financial documentation, audit prep, updating budgets etc
* Support accurate payroll administration and HMRC compliance
* Process staff and volunteer expenses
Premises and equipment
* Ensure thecharity’soffice and premises are safe, secure, well-maintained, and welcoming for staff, volunteers, and visitors
* Arrange for maintenance, repairs and equipment servicing across all sites
* Manage contracts with premises-related suppliers (e.g. utilities, refuse, insurance,
* equipment leases, cleaning, PAT testing etc), including reviewing suppliers and
* negotiating for best value and continuity
* Monitor and ensure premises-related compliance, including insurance, equipment
* leases, health and safety, fire safety, and site security protocols
* Oversee stock and supplies, ordering resources and equipment as required
* Coordinate staff and volunteer training on site, equipment or office related
* matters
Human Resources
* Upkeep of staff files as directed by the Operations Manager including absence/leave tracker
* Lead on the Disclosure and Barring Service (DBS) checks for the Charity, ensuring all staff and volunteers have up-to-date check at the appropriate level for their role, in line with our policies and procedures
* Be a main contact for new volunteers, process applications, support onboarding and induction paperwork and ensure Assemble is kept up to date
* Keep accurate and up-to-date records of training activity as required by the Operations Manager
* Source specific training, as requested or required
Health & Safety
* Work with the Operations Manager to ensure compliance with legislation
* Ensure that thecharity’spolicy remains up-to-date with changes in Health and
* Safety legislation and support the implementation of any changes
* Ensure risk assessments are carried out at all thecharity’spremises and all venues used for outreach and community activities
* Ensure PAT testing compliance and accurate recording for all Charity appliances
* Provide induction training to all staff and volunteers on Health and Safety and
* ensure appropriate on-going training
General Trussell Trust & Newquay Foodbank
* Uphold and role-model the values of Newquay Foodbank and act with professionalism, confidentiality and discretion at all times
* Comply with the standard policies and procedures of the Trussell Trust and Newquay Foodbank
* Attend any training, meetings and development activities as required for the role
* Support awareness-raising and fundraising efforts as appropriate
* Undertake any other reasonable duties consistent with the purpose and scope of
* the role, as requested by the Director or Operations Manager.
Seniority level
* Seniority level
Entry level
Employment type
Job function
* Job function
Project Management and Information Technology
* Industries
Civic and Social Organizations
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