Operations Support Jobs

About the role

We are seeking a dynamic Operations Manager to lead the next phase of our development, building on the strong foundation we've established.

In this key leadership role, you'll ensure smooth, efficient operations across all functions, including finance, HR, facilities and communications, managing a small, dedicated team. Your work will directly support our teams in delivering vital services, reaching key targets and achieving our mission, offering you the chance to make a lasting impact in a growing, purpose-driven organisation.

This fast-paced role requires a proactive, resourceful individual who can manage daily operations while considering the bigger picture to implement new ways of working. As part of the Senior Management Team, you'll also help shape and deliver our organisational strategy.

Additionally, you will have the unique opportunity to co-lead our participation in the London Communities Human Rights Programme, a four-year project aimed at embedding a human rights-based approach in all areas of our work, in collaboration with the British Institute of Human Rights.

Key Responsibilities

• Finances
  • ​Ensure robust financial management and controls, supported by the Director and an external financial consultant, with a focus on achieving value for money; effective risk management; timely and accurate reporting; increased financial literacy within the organisation and efficient use of resources.
• HR
  • ​Lead the development and implementation of HR initiatives, systems and procedures that are efficient, aligned with best practices and reflect our values and strategic goals. Ensure staff are well-supported, with a robust performance management system in place across the organisation. Collaborate with the Senior Management Team to foster a learning culture, enabling staff to work at their best and achieve success as a team.
• Facilities and Compliance Management
  • Ensure efficient management of facilities and full compliance with legal and regulatory requirements across health and safety, data protection, cybersecurity and other operational standards. Collaborate with the Senior Management Team to uphold quality standards, including the Advice Quality Standard, Office of the Immigration Services Commissioner, London Youth Quality Mark and Investing in Volunteers.
• Other
  • Oversee the management of IRMO’s social media platforms and website
  • Oversee the organisation of key events, including our Annual General Meeting, staff meetings, training sessions, strategy day and other organisational events
  • Lead, inspire and manage the Operations team in line with IRMO's policies and procedures, supporting team members to achieve their full potential

Person Specification

• Essential
  • At least three years of experience in a similar role
  • Strong understanding of finance and budget management for an organisation of IRMO’s size (£850,000 turnover)
  • Experience with QuickBooks or similar accounting software
  • Understanding of UK employment law, HR best practices, health and safety, data protection and safeguarding
  • Excellent written and spoken communication skills in English
  • Tech-savvy, including knowledge of Google Workspace and Microsoft applications
  • Strategic understanding of how financial and operational management supports service delivery, with a commitment to continuous improvement
  • Skilled in streamlining systems, processes and procedures for enhanced efficiency
  • Proven ability to take ownership of projects from conception to completion with minimal oversight
  • Highly organised, able to manage workloads and balance tasks effectively in a fast-paced environment
  • Adaptable and proactive, capable of solving problems independently with limited resources
  • Excellent interpersonal skills, with a collaborative approach and the ability to handle sensitive information discreetly
  • Understanding of charity governance and the challenges facing the charity sector
  • Strong understanding of issues facing migrants in the UK, particularly the Latin American community
  • A commitment to IRMO's vision, mission, and values
• Desirable
  • AAT Level 3 Advanced Diploma in Accounting (or equivalent) or equivalent work experience
  • Ability to communicate in Spanish and/or Portuguese

We aim to recruit the most suitable candidate for each role and welcome applications from individuals of all backgrounds. We particularly encourage applications from individuals who identify as members of underrepresented or minoritised groups, as well as from Latin Americans and those with lived experience of the immigration and asylum system, to better reflect the community we serve.

We are seeking an experienced Head of HR Operations to join the Jewish Care people team. As Head of HR Operations, you will report into the Director of People and develop/ lead our HR Business partnering and HR Advisory (ER specialists) team.

This role will be part of the Jewish Care Senior Leadership Team (SLT) and play a key role in helping to shape and deliver our People Strategy.

Key deliverables include:

Ensuring an effective and value add Business Partnering service to the wider business
Leading and empowering the HR Advisory team to efficiency and compliantly resolve ER issues
Reviewing and crafting organisational HR policies, and keeping abreast of changes to employment law
Partnering with senior business leaders to deliver People related change

You should have / be:

An experienced HR leader who has led ER or Business Partnering teams
Qualified at CIPD Level 7
A robust understanding of employment law
Experience of working in a change environment and supporting the business in change initiatives

Relate Mid & East Surrey, the leading provider of relationship support services across the region, is seeking an Operations and Services Manager who can run operations for an organisation that supports the local community with their relationships.

Healthy relationships between family members, partners, friends and colleagues are paramount to our wellbeing. Relate is here to develop and support relationships particularly by helping families, couples, individuals and young people make their relationships work better through counselling or mediation.

We are a thriving and successful charity with two centres, a charity shop and we operate within three local schools.

As part of the national federation of Relate, we are an independent local charity with a turnover of around £325k and deliver around 5000 hours of high-quality counselling per year. We offer face-to-face services as well as online webcam counselling services. Over the years we have established an exemplary team of supportive and conscientious individuals, made up of 2 clinical supervisors, 20 counsellors, 1 mediator, 9 Receptionists, 3 office staff and management and 4 volunteers.

We’re looking for an Operations and Services Manager who is passionate about supporting effective, high-quality service delivery within a charitable organisation. This is a senior role within our organisation so you will have a strong background in administrative and operational management, with experience in a client-focused environment. Your approach will be hands-on, and you’ll bring a positive attitude to overseeing day-to-day operations and managing a dedicated team of support staff and a small pool of reception volunteers.

We expect candidates to demonstrate an understanding of the kind of services Relate provides and a passion and commitment to our social purpose.

This is a part-time role for 25 hours per week, working across both our Epsom and Reigate centres, and some home working.

Salary £22,857 -  £25,000 per annum, depending on skills on experience (based on a full-time salary of £32,000 - £35,000)

This post is subject to a Standard DBS (Disclosure & Barring Service) Check.

Interviews will be conducted on a rolling basis and the role will be closed when we have successfully recruited.

Operations Administrator

We are looking for a top-performing administrator in this key role offering remote and part-time working. 

If you want to join an ambitious and dynamic organisation committed to the transformation of high potential sectors in East Africa, then apply today!

Position: Operations Administrator

Location: London, UK with option for working either from the offices in London or remotely from home

Hours: Part-time (0.5 FTE)

Salary: £13,636 per annum (£27,272 p.a. Full time equivalent)

Contract: 1-year fixed term contract based in the UK

Benefits: Generous pension scheme, 22 days annual leave rising to 25 days, 3 days discretionary leave over Christmas, life assurance, income protection, private health and dental care, annual health checks and Employee Assistance Programme, plus a range of benefits designed to promote your work/life balance and make your time with the organisation enjoyable and rewarding. 

Closing Date: 12 December 2024. Please note that we may close this vacancy earlier if we receive a high volume of applications and interviews will take place on a rolling basis.

The Role

You will provide logistical and administrative support, primarily to the UK team, to facilitate efficient and effective day-to-day operations. Under the direction of the UK Operations Manager, you will contribute to the successful implementation of activities across the organisation.

Key areas of responsibility include:

• Travel and logistics support 

• Financial administration

• Support to the Executive Director 

• Meeting and event coordination 

About You

This role will suit a high-quality, experienced Administrator with a proven successful track record operating in high-performance teams. 

You will have:

• Excellent communication skills 

• Strong organisation skills with an ability to manage multiple priorities and deadlines for different team members in a fast paced and often fast changing environment

• Relevant work experience in an administration role. 

• Experience supporting a busy team with a high volume of travel for both direct team members as well as some external consultants. 

• Experience managing travel logistics across a number of different countries or locations would be an advantage.

If you meet the criteria outlined above and would like to apply for the role, you will be asked to submit an up-to-date Curriculum Vitae/Resume (of no more than 2-3 pages) and a cover letter.

Your cover letter should be no more than one page long. It should explain why you are interested in this opportunity, and how your skills and experience make you a good fit. Bullet point only cover letters will not be considered.

About the organisation

The organisation is a private foundation set up by Lord David Sainsbury that is committed to building stronger economies in East Africa through the transformation of high potential sectors.

Due to the volume of applications, only shortlisted candidates will be contacted.

Diversity, equity and inclusion

Diversity, equity and inclusion are central to the organisation, as such it is committed to treating all employees and job applicants fairly, equally, and no less favourably than anyone else. It recognises, respects and values diversity and the benefits that difference can bring to the organisation.

You may also have experience in areas such as Operations, Operations Administrator, Operations Support, Operations Admin, Administrator, Administration. 

PLEASE NOTE: This role is being advertised by NFP People on behalf of the organisation.

Job term: Part time, 75% (24 hours) over three days per week

Salary: £43,920 FTE (£32,920 for 24 hours per week) plus attractive benefits

Location: One day in office in SW4 and two days remote

Closing date: 10:00 on 09 December 2024

Interviews: w/c 16 December 2024 (in-person preferred but remote options available)

Start date: Monday 27 January 2025

Supported by some of the world’s leading philanthropic foundations, Alliance Publishing Trust (APT) is a registered charity and a publisher of coverage of global philanthropy across print, digital, and events, including our flagship quarterly publication Alliance magazine.

APT aims to create a culture of collective involvement where all team members can contribute to both the direction and processes of the organisation. We aim to be a fluid organisation, being able to introduce new ideas in quick time, enabling us to punch above our weight and deliver impact at a level beyond our size. APT is proud to be both an accredited Living Wage Employer and 4-Day Week Employer.

We are currently seeking a motivated and confident individual with excellent organisational and inter-personal skills who is looking for an opportunity with real agency to help lead the next phase of development of our growing staff team in the new role of operations manager.

Working with the executive director you will take a proactive approach to ensuring that the policies and practices of APT not just meet legislative requirements but push the boundaries of best practice and play a central role in maintaining and developing a strong and vibrant workplace culture. Building on existing practices you will look to introduce new or improved policies that centre the wellbeing of staff. You will manage the people and culture budget to deliver a creative and thoughtful package of benefits and development opportunities for all employees. You will help deliver an annual EDI programme and organise an annual all staff workshop with a view to fostering a culture of inclusion and collaboration. You will also support the organisation by delivering key functions across finance, governance, and office management.

The successful candidate will have a bold and imaginative approach to people & culture, a strong commitment to staff welfare and healthy work life balance, a strong understanding of and commitment to EDI, excellent communication and interpersonal skills with the ability to forge good relationships across the organisation. The successful candidate will also have excellent organisation and time-management skills, and be a willing participant in all APT discussions and play an active role in driving the organisation forward.

To apply, please send a CV and short cover letter to David Drewery by 10:00am on Monday 09 December. We are a small organisation and only successful interview candidates will be contacted. If you have questions about the role, please contact us by email.

Main responsibilities

People & culture

· Working with the executive director to take a proactive approach to ensuring that the policies and practices of APT not just meet legislative requirements but push the boundaries of best practice to create a positive work environment

· Working with the executive director and trustees to annually review existing policies

· Maximising the organisations resources to deliver a considered and valued employee benefits package in line with our organisational values

· Managing the people and culture budget including staff benefits and development

· Maintaining and developing the APT staff handbook

· Working with the designated EDI lead to foster a culture of inclusion and deliver an annual EDI programme for the organisation

· Organising an annual all-staff workshop

· Being an approachable point of contact for all staff members for questions on personnel processes and procedures and maintaining a strong knowledge of the organisation and the support available if needed

· Working with managers to manage the employee cycle including co-ordinating the recruitment process, delivering inductions and processing leavers.

· Ensuring all personnel records – of staff and contractors – are accurate and up to date

 

Financial administration

• Processing of invoice payments, including international payments
• Conducting weekly reconciliation of all income and expenditure via Sage Accounts
• Processing monthly payroll via Sage Payroll including APT’s pension provision
• Processing quarterly VAT returns via Sage Accounts
• Conducting an annual review of suppliers to ensure good value for money for the charity
• Work with the executive director to ensure that the charity’s financial systems comply with statutory requirements

 

Governance & Risk

· Providing appropriate risk management by maintaining APT’s risk register and register of interests and ensuring adequate insurance provisions are in place

· Working with and supporting the work of the trustee Governance & Risk committee

• Support the executive director to ensure the annual submissions to Companies House and the Charity Commission are made in good time

· Supporting the executive team in preparation for twice annual trustee meetings and with new trustee recruitment and inductions

Office management

• Maintaining APT’s health and safety policy and associated risk assessments ensuring legislative compliance

· Maintaining the supplies and facilities required to ensure a smoothly functioning office

· Co-ordinating the once a month administration assistant and their work

General

· Attending team meetings and being an active team member and contributing ideas to the long-term development of Alliance

· Working on required tasks relating to any other APT projects

 

Person specification

Essential

· Professional experience working in a HR or people and culture role

· A strong commitment to staff welfare and healthy work life balance

· Knowledge of personnel policy legislative requirements but with a desire to push beyond them

· A strong understanding of and commitment to EDI

· Excellent communication and interpersonal skills

· Ability to forge strong relationships with colleagues

· Excellent organisation and time-management skills

· Ability to work independently

Desirable

· Experience of using Sage software or similar

· Experience working in the charity sector and understanding of associated governance requirements

· Understanding of charity accounts and budgets

· Experience of recruitment

· Experience of using Office 365 programmes

· Awareness of the philanthropy sector

Workplace benefits

Including, but not limited to:

· Four-day work week

· Flexible working, both in terms of times and location

· Equivalent of 7 weeks of annual leave (including Bank Holidays) rising to 8 weeks depending on service

· Enhanced pension

· Life assurance

· Enhanced occupational Sick Pay

· Enhanced parental policies

· Critical illness insurance

· Health cash plan for items such as dental and opticians

· Monthly physical wellbeing stipend

· Mental wellbeing support app

· Interest free season ticket loan

· Interest free tenancy deposit loan

· Travel insurance

· Employee volunteering day

Are you highly organised, resourceful, and passionate about making a difference? The Baobab Centre is seeking an Operations and Admin Assistant to support our vital work with young asylum seekers and refugees.

In this varied role, you’ll work closely with the Operations Manager and admin team to ensure the smooth running of our Centre by managing administrative tasks, assisting with IT and communications, and supporting operations and fundraising initiatives. You’ll also play a part in amplifying the voices of our community through social media and helping with community engagement activites.

If you’re a motivated individual with strong administrative and IT skills, a commitment to human rights, and an interest in supporting vulnerable young people, we’d love to hear from you.

This role is for 3 days per week depending on your preference. Working on Wednesdays is essential to provide reception cover.

ABOUT US:

The Baobab Centre is a non-residential therapeutic community that supports young asylum seekers and refugees who have experienced human rights abuses and have sought asylum in the UK as unaccompanied minors. Our two focus areas are rehabilitation and justice.

Please read the additional information below alongside the full Job Description and Person Specification attached.

Mental Health:  All of the young people Baobab supports suffer significant mental health and developmental difficulties and many function in an unstable and more immature way than their chronological age. Due to their experiences it takes time to gain trust from the young people in our community. As a core member of our team, you will understand the impact of specific human rights abuses on the development of children and young people in exile and their individual experiences of loss, trauma and grief on their mental health and well-being. 

Baobab’s Model: Please read the accompanying ‘Baobab Clinical Context and Model’ document for a detailed introduction. It often takes a significant amount of time to understand Baobab’s model of working, which aims for rehabilitation and justice through attending to both the internal and external world of each young. It is important that you strive to have an insight to the experiences of both the internal and external factors impacting on the lives of unaccompanied young people attending our centre. It is also important that you understand the ways in which UK society and policy impacts on young asylum seekers (including invisibility, marginalisation, discrimination, and the fact of waiting in uncertainty for a long time).

Multi-disciplinary Working: Baobab aims to be a reflective, thinking organisation and we place a high value on shared thinking time, sharing responsibilities and working together with others. A key aspect of the role is communicating and working in a holistic way.

Operations Administrator

We are looking for an Operations Administrator to join the team supporting facilities and building maintenance and offering general admin and operational support.

This role could also be full-time incorporating the HR support function, which at the moment is as separate standalone part-time role.

Position: Operations Administrator

Location: Bristol (onsite)

Hours: 15 hours per week (0.4 FTE) 7.5 hours split any days Monday – Thursday. Fridays are mandatory. (or full time hours for the HR and Operations Officer role combined)

Salary: £25,000 pro rata (£10,000 actual)

Contract: Permanent

Closing Date: Monday 2nd December 11:59pm

Interview Date: Interviews expected to be held w/c 9th December

The Role

The Operations Administrator will be responsible for the facilities, asset, and building maintenance of an owned therapy building. The Operations Administrator will understand that due to the building being used for therapeutic purposes, there will need to be clear communication between staff and suppliers on ‘quiet times’ and optimal visiting times.

Main areas of responsibility include:

• Stock control
• Maintaining relationships and organisational contracts with suppliers e.g. phone company or IT support
• Ensure office workplace health and safety standards are upheld
• Assist with operational aspects of staff away days and events e.g. venue booking and staff lunch
• Support with the set up and management of the outreach centres
• Supporting staff with internal operational enquiries
• Working closely with the Finance Manager to ensure operational expense is accurately reported
• Tracking and management of petty cash
• Finance admin support

We are advertising this as a part-time permanent role but would welcome applications for this post and the HR  post as a full-time position, HR and Operations Officer, £29,000 annual salary 1.0 FTE.

Due to the nature of the role (facilities & building maintenance), remote working is not an option. Please only apply if you are able to commute to the therapy building in St Paul’s, Bristol. 

About You

You will have experience in facilities/building management, administration and/or office operation OR equivalent experience, with a strong focus on overseeing administrative systems

You will be asked to submit a CV and then those selected to move to the next stage will be asked to submit a supporting document alongside their application.

We appreciate that some candidates may find other means of communicating their skills and experience more suitable to them, so accept the following supporting document formats:

• 2-page cover letter
• No more than a 5-minute long video (either sent as an mp4 attachment or a link to an unlisted YouTube video)
• A poem no longer than 2 pages

About the Organisation

The charity offers specialist support and therapeutic services to children, young people, and their families who have experienced child sexual abuse. They believe in creative evidence-based support services led by the voices of young people and their families. The specialist services are designed to grow connection and community with families who have experienced sexual abuse. The services have a creative arts focus because they believe in the transformative power of creativity in helping families to rebuild their lives after abuse experiences. Research guides everything the team does, it helps everyone to understand the service, develop best practice nationally in the sector and is a platform for amplifying survivors voices. 

Benefits include:

• 25 days holiday plus bank holidays. We currently award the Christmas – New Year period off to staff (not deducted from allowance)
• Generous leave allowances (sickness, maternity, etc.)
• Flexible employer
• Whole-organisation Professional Development Fund and Policy to help your CPD
• Access to Employee Assistance Programme
• Fantastic, kind, and hardworking team

The organisation is committed to providing equal opportunities for all, irrespective of age, disability, race, sex, religion/belief, sexuality, gender identity, marital/civil partnership, pregnancy/maternity and working patterns. Therefore, are particularly keen to hear from candidates living with a disability, and those from the global majority.

You may also have experience in areas such as Admin, Administrator, Administration, Operations Administrator,  Buildings Administrator, Support Administrator, Maintenance Administrator, Facilities Administrator, HR and Operations Administrator, Operations Coordinator, Operations Officer, Maintenance Coordinator, Buildings Coordinator.

PLEASE NOTE: This role is being advertised by NFP People on behalf of the organisation.

The Opportunity

An exciting new opportunity has arisen for a part-time Operations Administrator to work within the Operations team for Centre 33. Centre 33 is a well-respected charity based in five Hubs in Cambridgeshire and is well known for our support for young people.

Purpose of your job

The Operations Administrator role will report to the Operations Manager and will assist with the smooth and healthy running of each Hub enabling staff to deliver their work effectively. The job holder must have excellent communication skills, be able to work on their own initiative, think ‘outside of the box’ and be able to effectively plan their own workload. They will be expected to work with the Facilities Officer and liaise closely with Hub administrators in other locations and will be key in the administration of areas such as Facilities, IT and Telephone Equipment provision, Consumables and Stationery ordering, Health and Safety and Hub Maintenance. There will also be an element of working closely with and supporting the Operations Manager to ensure the effective use of software systems, such as Microsoft Sharepoint and Teams as well as being involved in ad hoc projects.

You will work to Centre 33’s values of being young person-led, collaborative, inclusive and striving for excellence. You will also be an exemplar of our relevant policies, compliance, standards and values and to help build a team culture.

This post is subject to a DBS check and references.

Centre 33 strives to be an equal opportunities employer. We welcome discussions about part time and flexible working arrangements.

Our client is a leading provider of support services for individuals with learning disabilities, committed to empowering individuals to lead fulfilling lives. They are seeking a visionary Head of Operations to join their team in Warrington, Cheshire, and play a crucial role in shaping the future of the organisation as they navigate a period of growth and transformation.

About the Role:

As the Head of Operations, you will bring strategic insight, operational expertise, and inspirational leadership to a senior management role that is integral to their mission. Working closely with the Board, you will lead a dedicated team and collaborate with stakeholders to drive innovative, impactful services that adapt to the evolving needs of those they support.

As the Head of Operations, you will be responsible for:

• Leadership & Strategy: Shape and deliver operational objectives aligned with the organisations mission, championing continuous improvement and best practices across the organisation.

• Collaboration: Engage and build partnerships with the learners, families, the Board and external stakeholders to develop forward-thinking delivery plans.

• Team Motivation: Inspire and lead staff and volunteers, fostering a culture of high-quality service and resource efficiency.

• Operational Oversight: Ensure statutory compliance, financial stewardship, and achievement of KPIs, maintaining high standards in all areas of operations.

• Stakeholder Engagement: Develop strategies to build confidence and trust among stakeholders, partners, and sponsors, actively promoting the organisations mission.

• Sector Leadership: Represent the organisation as a thought leader in learning disabilities, advocating for innovative practices and sector-wide growth.

To be successful in this role, the Head of Operations will have the following experience:

• Proven senior leadership experience within a charity, health and social care, or learning disabilities setting, with a strong record of successfully managing organisational change.

• Expertise in navigating complex change initiatives, building resilient, forward-thinking teams.

• Strong ability to build and maintain impactful relationships with stakeholders, partners, and sponsors.

• Experience in managing budgets and resources, with a keen understanding of operating in a financially constrained environment.

• Deeply committed to equality, diversity, safeguarding, and inclusion, with a solutions-oriented approach.

Benefits of Joining

This is a unique opportunity to make a significant impact in a sector-leading organisation. You'll play a pivotal role in supporting individuals with learning disabilities, and in return, you'll join a team that values collaboration, creativity, and professional growth.

To Apply:Submit your CV and a cover letter detailing your experience and what you would bring to this role.

If you're a strategic, driven leader with a successful track record of achieving results and are ready to make a lasting impact, we would love to hear from you!

We are an equal opportunities employer and welcome applications from any individual regardless of their sex, marital or civil partnership status, sexual orientation, pregnancy and maternity, gender reassignment, race, colour, ethnic or national origins, religion or belief, disability or age. All applications will be considered on merit.

We are seeking to employ an experienced finance and operations professional to play a central role in our UK team as we grow. We are looking for a candidate with excellent financial and operations skills and experience, who will thrive working in a small and dynamic team.

Job description

• Gross Annual Salary: £45,000 full-time pro rata (post offered at 0.6 FTE i.e. £27,000 with the potential to rise to 1 FTE). In addition, IEEP UK matches pension contributions up to 6% of gross salary.
• Hours: 0.6 FTE (21 hours / 3 days per week), with potential to expand.
• Location: Remote working - IEEP UK currently has no permanent office space. Therefore, in line with the whole IEEP UK team, the post will be home-based, with regular travel to London, other parts of the UK, Brussels and other parts of Europe as required.
• Position type: Permanent contract
• Annual Leave: 18.5 days Annual Leave based on 0.6FTE (comprises of 14 days Basic Annual Leave + FTE proportion of public holidays) rising annually to a top limit of 23 days
• Closing date: 10am, Monday 9 December 2024
• Equal opportunities: IEEP UK is committed to being a welcoming and inclusive employer, including recruiting for diversity.
• Right to Work: Entitlement to work in the UK. IEEP UK is not able to assist with applications for work permits and cannot employ people living or working outside of the UK.
• Other benefits: You are also entitled to an additional £1,000 benefit (subject to tax) that can be used for private health and/or gym subscription.

About IEEP UK

The Institute for European Environmental Policy UK[1] (IEEP UK) is a UK registered charity and a not-for-profit sustainability think tank, with over 40 years of experience, based in the UK. As part of the broader IEEP family across Europe, we are dedicated to working with government, civil society, academia and a range of other stakeholders, including European, United Nations and other international bodies, civil society, academia, scientific institutes and business and industry to produce evidence-based research for impact-driven environmental policy solutions. Our work covers both short-term and long-term strategic environmental issues in the UK and its constituent nations as well as their interaction with policy in Europe and globally. Over the years IEEP has developed new concepts that have made their way into mainstream environmental thinking, underpinning many aspects of this policy area today, including work on the precautionary principle, environmental impact assessments, emissions trading schemes and public money for public goods.

This is an exciting time for IEEP UK. Under the leadership of the chair of trustees, Malini Mehra, IEEP UK has developed a new strategy up to 2027, striving to grow from a currently small staff, becoming more visible and claiming a leading role in providing innovative research and policy relevant intelligence. As part of this, Ben Reynolds joined in the role of Executive Director in October 2023.

Overall role and responsibilities

We are seeking to employ an experienced finance and operations professional to play a central role in our UK team as we grow. We are looking for a candidate with excellent financial and operations skills and experience, who will thrive working in a small and dynamic team.

The successful candidate will join a cohesive, impact-oriented and supportive team that is committed to the professional development of all of its staff, and where the opportunities for learning and for making a difference are high. This is a new role, with a high potential to have a big impact on the organisation by establishing new ways of working. 

The responsibilities of this role will include:

1. Financial Management

• Be responsible for and run the organisation’s bookkeeping and financial management processes including invoices, expenses and bank payments.
• Produce and manage the organisational cash flow, project cash flows and management accounts.
• Be responsible for and run payroll monthly.
• Compile and submit VAT returns quarterly.
• Support the Executive Director with managing the charity and project budgets and financial reporting to the board and funders.
• Work with the organisation’s Accountant and trustees to support the production of Annual Accounts and Independent Examination.

2. Administration

• Oversee the day-to-day administration of the charity to promote smooth business operations, including the efficiency of organisational systems.
• Ensure that appropriate insurance cover is maintained, and manage any claims as they arise.
• Support the Executive Director with board meetings and other board matters.
• Support Executive Director and trustees in ensuring Charity Commission and Companies House information is up to date.
• Support the maintenance of our contacts databas

3. HR

• Manage recruitment and induction of new staff and volunteers.
• Create, implement and review all policies and procedures for the organisation, ensuring we are up to date with statutory requirements, and good practice is incorporated where practical.
• Manage HR procedures including contracts and leave for staff.

The role will also include:

• Support in organising events online and in person.
• Assisting in responses to general enquiries to the organisation.
• Potential line management of junior staff and interns as appropriate.
• Contribute actively to the implementation of Institute-wide decisions and strategy.
• Organise weekly team meetings, and occasional in-person team meetings.
• Supporting and promoting diversity and equality of opportunity in the organisation.

Personal Specification

The ideal candidate will be able to demonstrate many of the following skills and attributes:

Essential:

• A relevant professional accountancy qualification (AAT, CIMA, ACA, ACCA) with some experience of working independently or with minimal supervision, preferably in the charity sector.
• At least 3 years’ relevant professional experience in a similar administrative, financial or management role.
• Experience of using accounting software and managing the financial administration of an organisation including paying and issuing invoices, reconciling bank accounts, and running payroll.
• Experience and confidence in producing and managing an organisational cashflow, budgets and management accounts.
• Experience of preparing and submitting VAT returns.
• Experience of creating and reviewing HR policies and procedures.
• Excellent communication skills
• As part of a small team you will also need the ability to turn your hand to a variety of tasks.
• Entitlement to work in the UK (IEEP UK is not able to assist with applications for work permits)

Desirable:

• Background, interest and experience in environmental policy, and the UK’s relationship with the EU and the rest of Europe.
• Experience and aptitude in using MS Teams, Zoom, Miro or other online meeting, webinar and facilitation tools, as a participant and as an organiser.
• Experience of producing project budgets and reporting to funders.
• Skills in digital communications and social networking.
• Experience of charity administration.
• Experience of communicating with a range of stakeholders including trustees.
• A knowledge of equality, diversity and inclusion best practice.
• Availability to commence work promptly following the recruitment process.

We would expect our ideal candidate to be able to work both independently and as part of a team; to be highly organised with strong administrative, time management and planning skills; to have an excellent level of attention to detail; to have a commitment to broadening diversity and increasing access in the workplace.

Application Process

To apply for this position, please email us clearly marking the title of the email: ‘IEEP_UK – Fin&Ops’ [YOUR NAME], with the following:

- a CV (maximum two pages)

- a Covering Letter telling us about your experience and how this relates to the personal specification (maximum two pages)

- a completed Equal Opportunities Monitoring Form (see IEEP UK website for download)

Application deadline: 10AM, Monday 9 December 2024

Interviews: Week beginning 16 December 2024

Our ideal candidate would be able to start in February/March 2025.

IEEP UK is an equal opportunities employer and welcomes offers from candidates of diverse backgrounds and relevant experience, respecting best practices in the recruitment process.

IEEP UK is recruiting for this role as part of our Ethnicity Confident and Disability Confident schemes. Applicants who meet all the essential criteria, and who let us know voluntarily (via our Equal Opportunities Monitoring Form above) that you would like to be considered in this way, will have an enhanced chance of gaining a first-stage interview. 

Our Privacy Statement explains how IEEP handles and uses personal data we collect about our applicants.

For further information on IEEP UK, please visit our website

[1] IEEP UK is our trading name – the organisation is registered as IEEP London

This is a Full-Time Contract from 10th March 2025 to 10th April 2026 to cover a staff member on Maternity Leave. The position is office based; however, we operate a hybrid working model and you will be expected to work 3 days a week in the office.

Position Summary/ Objective

To ensure the smooth functioning of the IFAW UK office, responsibilities include the delivery of core office services and facilities, processing mail and deliveries, providing HR and Finance support, welcoming visitors and other general office duties as reasonably assigned. The operations, administration, and office Coordinator works to ensure that IFAW meets fire, safety, and security obligations.

Role and Responsibilities

Office Facilities and Administrative Support:

• Ensure that the office is a professional, safe, and organised environment, maintaining office contracts and relationships with contractors.
• Liaise with building management on matters affecting the office facilities - service charges, utilities, building services – attending tenant meetings as required. Liaise with the Director of Finance and Operations UK on matters relating to the office lease arrangements.
• Oversee office security – ensure secure access to the office by staff, visitors, and contractors, issuing office fobs and managing their safe-keeping.
• Maintain office stationery and kitchen supplies. Ensure that all parts of the office are kept neat, tidy, and orderly and ensure confidential waste is removed appropriately.
• Induct new staff on the office protocols incorporating health and safety, fire, and security, to include visitors, temporary staff, and volunteers. Keep key policies and procedural documents up to-date and visible, and keep staff informed of provisions and changes.
• As Fire Warden, take lead responsibility to ensure that fire evacuation procedures are effective; maintain the Fire Logbook, fire equipment, fire alarm and fire doors. Conduct statutory checks on fire and electrical equipment. Ensure appropriate numbers of and training of Fire Marshals.
• Work with Director of Finance and Operations UK to evaluate appropriate office insurance to ensure adequate and appropriate cover.
• Undertake key projects to maintain the effective operation of the office and other duties as consistent with the post as requested.

Incoming and Outgoing Mail:

• Receive and process all incoming mail. Frank and dispatch all outgoing mail, ensuring it is sent in a cost-effective manner in accordance with procedures.
• Ensure that key staff members are kept fully trained on the franking machine and DHL/Courier services and that cover is put in place for days when the operations, administration, and office Coordinator is out of the office.

Miscellaneous:

• Work with the Director of Finance and Operations UK to maintain the UK HR records in accordance with legal requirements. Ensure all leave records are kept up to date and correct. Draft new staff contracts.
• Assist with UK recruitment ads and induct new staff members.
• Manage IFAW’s Travel Management Company and assist staff with booking travel and accommodation in accordance with the IFAW travel policy.
• Help with Board and Management visits and meetings in the UK.
• Manage the UK accounts invoicing inbox, processing office invoices and forwarding invoices to the correct departments.
• Process and deposit the weekly banking.
• Assist with other administrative or operational tasks as requested by the Director of Finance and Operations UK.

Qualifications and Education Requirements

• Proven organisational skills and ability to work in a collaborative and structured manner to get effective and efficient results.
• Excellent time management skills and prioritisation skills.
• Ability to act independently and to work effectively with staff at all levels across the organisation.
• Effectively able to multitask and deal with shifting responsibilities from across the organisation.
• Excellent attention to detail is essential.
• Strong team player with ability to use initiative and to take direction as required.
• Excellent communication skills, both written and verbal.
• Strong IT skills, including Word, Excel, PowerPoint, and Outlook.

UK Office Benefits

• 8% employer pension contribution
• 25 days’ holiday + public holidays + 5 discretionary days
• Cycle to work scheme
• Modern office
• Dog friendly office

Other Duties  

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities will change from time to time to meet the needs of the department and our company.

At IFAW, we aim to create and foster a workforce that reflects and contributes to the diverse, global community in which we work to improve the lives of both animals and people.  We are dedicated to fostering justice, equity, diversity, and inclusion so we actively encourage candidates from diverse backgrounds. 

We are looking for an exceptional Finance & Operations Director, for an interim one-year period, to help us ensure that all aspects of the charity and the Centre run smoothly and efficiently, and to provide effective financial management.

We are based at our beautiful Grade 2 listed building in Southwark. Our Centre houses an amazing collection of 25,000 children’s books as well as being a training and event centre for teachers, publishers and everyone else who works with children’s literature and cares about children’s literacy. We have a friendly, talented and committed team working both from the Centre and remotely. The post holder would be required to work at our Centre at least one day per week but may work remotely for the remainder of their hours.

As we are currently undergoing a restructure of the team, we will consider most models of part-time hours, from 2 to 4 days per week, year-round or term-time only. On application, please detail your availability and preferences for working between 15 and 30 hours per week.

Reporting to our Chief Executive, our Director of Finance and Operations (DFO) will:

· Lead in the production of financial planning, reporting, monitoring and forecasting that assists in making sound financial management and strategic decisions. 

· Oversee the management of CLPE finances prudently to deliver excellent service within budget. 

· Act as the Company Secretary ensuring the charity’s compliance with the requirements of Companies House and the Charity Commission.

The person we are looking for will have:

· a formal accountancy qualification (ACA/ACCA/CIMA)

· amazing organisational skills and the ability to work and manage others under pressure

· excellent attention to detail and a commitment to evolving systems and processes that make everything more efficient

· the ability to liaise and communicate effectively with a wide range of people within and outside of the organisation

· knowledge of building management is desirable

· a willingness to engage, negotiate and hold suppliers accountable for quality service provision

A generous holiday allowance is provided - 30 days a year for a full time plus Bank Holidays and closure between Christmas and New Year.

If you are interested in being part of our team and taking on this key role, we’d love to hear from you. We are scheduling interviews as applications are received. Don’t miss your opportunity, apply now with your CV and a statement detailing how your skills and experience meet the requirements of the role.

Future Men is at a pivotal moment in the organisation’s history, seeking to expand operations and support more boys, young men, men, their families, and their communities. We are looking for an Operations Director to lead the company's operational functions, ensuring that operational processes are aligned with the organisation's overall goals. This role requires a dynamic leader who can contribute to the company's strategic growth and work closely with senior management to foster a positive work environment and ensure operational efficiency.

At Future Men, through our practice-led services, we work with boys and men from childhood through to Fatherhood, to help them become healthy, dynamic, future men. From structured school programmes, to individual one-to-one sessions and outreach work, we provide the vital support and advocacy that changes boys and young men’s lives for the better. We focus our work with boys and men who face structural discrimination and disadvantage, including discrimjination relating to race, income, and community.

The Operations Officer will form part of the Jigsaw4u Front of House team. They will be responsible for all HR administration, including staff training and staff wellbeing and communications. In addition they will lead on office maintenance issues, and support the delivery of operational projects. 

Jigsaw4u is proud of its 26+ year history providing specialist wellbeing support services for children, young people and families across South West London.

The Operations Officer is a new role for the charity and will bring vital support to the Operational and HR functions of Jigsaw4u, to ensure smooth administration of these areas so staff are enabled to continue delivering services of the highest quality to our service users.

1. Purpose of job

Be responsible in the designated area for:

· Performing HR administration, and maintaining HR records

· Arranging DBS checks for staff and volunteers.

· Coordinating training, wellbeing activities and events for staff.

· Creating staff newsletters and other staff communications.

· Supporting the Director of Operations in delivery of operational projects.

· Overseeing office maintenance and Health & Safety.

· Forming part of the Jigsaw4u Front Office team.

2. Main duties

HR administration

· Maintain personnel records on HR platform

· Log staff absences

· Create and circulate adverts for vacancies

· Create and update Job Descriptions and Person Specification documents

· Support staff recruitment processes i.e. responding to job enquiries, managing CV database, arranging interviews

· Produce HR reports e.g. turnover, absences, annual leave

DBS checks for staff and volunteers

· Maintain database of DBS checks for staff and volunteers. 

· Perform DBS checks for new members of staff and volunteers, and renewal checks for existing staff and volunteers 

· Produce assurance letters for staff

Organise training, wellbeing activities and events for staff

· Research and arrange staff training as required, keeping within training budgets

· Maintain records of all staff training, including Child Protection training for staff and volunteers. 

· Coordinate programme of staff wellbeing activities and events, ensuring value for money.

Other responsibilities

· Support the Director of Operations in delivery of operational projects.

· Creating staff newsletters and other staff communications.

· Lead on ensuring Jigsaw4u’s premises are a safe and appropriate office environment.

· Maintain records of Health & Safety checks and Fire Risk Assessments

· Resolve office maintenance issues, sourcing reliable and cost effective suppliers

· Undertake Emergency First Aid at Work training and act as nominated First Aider.

Front office

· Answer telephone, emails and enquiries.

· Work as a team with Front Office colleagues.

· Represent Jigsaw4u effectively to service users and visitors. 

 

3. Generic responsibilities

· Manage personal resources and own professional development

· Ensure a continuous improvement approach is taken to all aspects of the role 

· Work in a manner that promotes equality and values diversity

· Promote a health and safety culture within the workplace

· Follow the Jigsaw4u Safeguarding Policy at all times and respond to safeguarding concerns to a high standard

· All information must be maintained in accordance with the Jigsaw4u Data

Protection Policy and GDPR

· Undertake other activities as required