Our staff and volunteers are what make the St. Matthew’s Project so special! If you are passionate about supporting young people to fulfil their potential then why not join the SMP team?
Role: Operations and Office Manager
Application closing date: 15th September
The St Matthew’s Project provides a safe and encouraging environment where 3-25-year-olds can come together and enjoy structured football sessions and other activities. We help children and young people living mainly in the Tulse Hill and Coldharbour wards of Lambeth fulfil their potential and have a real impact on their community. What began as a kick-about in Brockwell Park is now a thriving youth project, which offers a growing array of programmes and services to over 300 young people each week. The project has a dedicated team of 26 staff (2 full-time) and 6 volunteers, with extensive experience of working with a challenging target group and a thorough understanding of the local community and its needs.
Main purpose of job
The Operations & Office Manager will be responsible for supporting the effective running of all aspects of St Matthew’s Project’s operations. This will include supporting the work of the Project Director (PD) and the Project Coordinator (PC) as necessary. As a member of the SMP Management Team (SMT), with the PD and PC, the role will identify opportunities for the organisation, and implement them.
The role will liaise with an external Bookkeeper on a regular basis, and an external HR specialist as necessary. There will also be regular interaction with the Trustees as and when required.
Finance and Data
- Responsible for ensuring the integrity of the books and records of SMP and that the financial control environment is adequate.
- Work closely with the Bookkeeper to ensure that he receives appropriate information in a timely fashion for the production of monthly accounts.
- Liaise with the PD and the Treasurer, produce Annual Plans for presentation to the Trustees and Quarterly Management Accounts to monitor progress against Plan.
- Ensure all Regulatory Reports and Filings are completed.
- Be responsible for all data relating to SMP players, staff and volunteers; keep the database up to date and extract information as required.
- Ensure that all of the provisions of data protection legislation and GDPR are complied with, working with SMP’s Data Controller.
- Liaise with the Funding Coordinator (FC) to ensure that funding applications are tracked and progress recorded, working with the PD.
- Ensure appropriate information about actual and expected income is passed to the Bookkeeper in a timely fashion.
- Work with the SMT and the FC to seek opportunities to diversify income and support promotional and funding ideas operationally.
- Central administration and HR
- Be responsible for SMP office space (and any other workspaces) as relevant, liaising with landlords/venues as needed to ensure that they are fit for purpose.
- Establish and maintain systems for monitoring annual leave, sick leave, performance reviews, and other systems as required.
- Provide support for all aspects of recruiting new staff, including interview arrangements, ‘on boarding’ and induction.
- Arrange any training for staff and volunteers as required.
- Liaise with an external HR specialist if issues arise, working with the PD.
- Identify, establish and maintain any other systems which will support SMP to run more efficiently.
- Provide other administrative support for the PD as necessary.
Governance and organisational support
- Arrange regular Trustee meetings and manage all aspects of these, e.g., producing minutes and sending out advance information.
- Support the PD to arrange the Annual General Meeting.
- Be responsible (with the PD) for the supply of information to statutory bodies e.g., Companies House, the Charity Commission.
- Ensure that SMP Policies and Procedures are regularly reviewed and kept up to date.
- Maintain key organisational documents, working with the PD, such as a Risk Register.
- Report regularly to Trustees to give confirmation that assurance that these actions have been taken in a timely fashion.
More about the role
|Job Title:||Operations & Office Manager|
|21 hours per week (could be worked flexibly across several days, Monday – Friday).|
|Location:||Hybrid working (based in SMP office space in Brixton, from home, and in future, new office space in Brockwell park)|
|Reports to:||Project Director|
Salary and benefits
The starting salary will be £29,000-£35,000 full-time equivalent, dependent upon experience. Because the post is a part-time role, for 21 hours per week, the actual salary will therefore be £17,400-£21,000. Holiday entitlement is 30 days per annum, pro-rata for part-time staff. The role is fixed term for two years with the aim of extending, dependent on funding.
The post holder will be working within the St. Matthew’s Project team and relating to all members of staff and trustees of the Project.
At the St. Matthew’s Project, we have a strong track record of employing staff who reflect the backgrounds and experiences of our members. Lived experience of the issues faced by those we support would be an advantage.
Successful candidates will be subject to an enhanced DBS check.
Occasional evening and weekend working may be required (for example the SMP Annual General Meeting is held in the early evening).
How to apply
Please email a CV and cover letter (no more than one side of A4) outlining how you meet the Person Specification to Dwight Barnett Project Coordinator) at firstname.lastname@example.org
For any queries, please email Jenny Greenfield (Trustee) at email@example.com
- At least 3 years’ experience of working in a similar role.
- Experience of staff management.
- Experience of working with a database.
- Experience of introducing, enhancing and maintaining a range of systems within an organisation.
- Experience of working in a team and also working individually under one’s own initiative.
- A good understanding of the work of the charitable sector.
- Experience of using finance systems.
- Experience of fundraising.
- Experience of working for a charitable or similar organisation.
- Understanding of the local area and the issues faced by SMP’s service-users.
Skills and Abilities
- Proficient in the use of Microsoft Office and database management.
- Highly numerate; able to work accurately and consistently.
- Excellent organisational skills, and a systematic, problem-solving approach.
- Ability to communicate effectively both verbally and in writing.
- Self-reliant and resilient.
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