Resources Manager

Role overview:

Full control and management of our baby bank and other donations from start to finish - including developing donation sources, managing volunteers, stock management and recording, sorting, quality checking and storing donations, organising  and reporting on fair and transparent systems to meet the needs of our families. Key-holding, and managing all deliveries and collections at our Grassroots building.
 

Duties include:

·        Scoping, initiating and maintaining relationships with potential sources of donations including community and corporate.

·        Liaising with our Administrator to schedule community callouts for donations.

·        Working with our Finance and Operations Manager to recruit, train, and support volunteer groups (drivers, buggy repairs & cleaners, baby bank assistants, clothes sorters and laundry assistants).

·        Line management of our part-time Baby Bank assistant, including conducting support & supervision meetings.

·        Working with our Finance and Operations Manager to welcome and organise corporate volunteers to deliver, sort and display donations in our new shop.

·        Maintaining and deepening existing relationships with potential sources of donations, through emails, phone calls, in-person meetings and presentations.

·        Making sure our baby bank is kept stocked with the items our project and families need, namely:

o   Toys: new and second hand for presents, new baby bags, and hotel bags

o   Clothes: new and second hand for clothes clubs, new baby bags, and emergencies

o   Buggies and slings (second hand)

o   Toiletries

o   Nappies

o   Computers and phones

o   Furniture and other resources for our new building

o   Christmas, Eid, Mother’s Day, Diwali gifts for mums and minis.

·        Creating systems and overseeing volunteers to check and record donations at the point of coming in (quality checking, cleaning, storing, organising any necessary repairs, recording in a database).

·        Creating systems and overseeing volunteers to manage donations at the point of going out (managing waiting lists, communicating with recipients, organising collections, recording in a database).

·        Working closely with colleagues, particularly casework staff, to understand and observe protocols waiting lists and prioritisation.

·        Recruit volunteers to oversee Facebook marketplace, Freebay, Freecycle, Freegle, Gumtree, and local exchange sites to maximise our ability to source items (especially buggies).

·        On-site management of our baby bank, including stock management, organising and accepting deliveries, and onward journey of excess clothes or donations to other organisations.

·        Use CRM databases (salesforce) to record incoming and outgoing donations, generate reports and track engagement with donors & volunteers.

·        Assessing and according a value to all donations received and given out for annual reporting and monitoring.

·        Acting as a key holder and point of contact in the building to receive donations and other deliveries.

·        Light door duties on days when we do not have staff on reception.

·        Duty managing the building two days per week and acting as Fire Warden when doing so.

·        Embodying the values of The Magpie Project throughout their role, including maintaining a trauma-informed approach in all interactions with families, volunteers and partners.

Person specification:

·        Personable and compassionate.

·        Good standard of written and spoken English.

·        Able to lift & carry boxes and buggies.

·        Capable and confident to manage a team of volunteers and line manage a staff member.

·        Great interpersonal and communication skills, with the ability to liaise with a variety of stakeholders, from CEOs to families that use our services.

·        Well-organised, capable of independent working and self-management.

·        Imaginative and creative in sourcing what our families need and finding solutions to problems.

·        Committed to maintaining the highest standards for our mums.

·        Able to operate on WhatsApp, Facebook, MS Office and Instagram.

·        Confident using databases to record incoming and outgoing donations (training will be provided).

·        We would prefer this role to include some public speaking – presenting to community groups, thank schools for donations etc. If this scares you, we can work up to it!

·        Boundaried, able to say ‘no’ or have a difficult conversation when needed.

·        A clean driving license & car is preferred but not required.

·        Awareness of Newham’s geography, community and charity environment an advantage.

·        Event management & event risk assessment compilation experience a bonus – organising donation drives, Christmas and Eid present handouts.

·        Must be able to remain calm under pressure.

Hours and place of work
This role will be based at our building at the Grassroots centre, E15 3DB between 9.00 - 17.00 Monday – Friday during term times.

There may be some out of hours working (presentations to school or community groups, stalls at community events) for which you will be offered time off in lieu.

During school holidays and half terms there is an option of working from home when not expecting deliveries.

Holiday entitlement

You will be entitled to 30 days holiday per year. We ask that 4 weeks of this will be taken in August as the project shuts at this time. We ask that the remaining two weeks be taken during school holidays rather than term time.

Management and line-management structure

You will manage a part time baby bank assistant and clothes club, driving, clothes sorting, mending and other volunteers (mainly in person and through Whatsapp groups).

You will assist the Finance & Operations Manager in creating role descriptions for your volunteers, recruiting and training them.

Your will be line-managed by our Finance and Operations Manager.

Things to consider:

·        We are unable to sponsor an employee visa, so please check that you have the entitlement to work in the UK.

·        If you are on benefits, have caring or childcare responsibilities please check that you will be financially better off when taking this role.

·        This role would suit someone used to working in a busy retail, hospitality of logistics role.

·        We would especially welcome applications from members of our community with experience of migration, homelessness, or the hostile immigration environment.

·        Use of a car would be a massive advantage in this role.