City Year UK. Operations Coordinator - Manchester Part-time (20 hour per week)
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- Charlene Martin
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1 City Year UK Operations Coordinator - Manchester Part-time (20 hour per week) City Year UK is seeking an experienced well-organised Operations Coordinator (OC) to support the administrative functions at the City Year UK Manchester Office. Organisation Background City Year UK is a youth social action charity which challenges 18 to 25-year-olds to tackle educational inequality through a year of full-time voluntary service. As mentors, tutors and role models in schools, they support pupils growing up in some of the most disadvantaged areas of the UK. The City Year experience empowers these exceptional and diverse young people to realise their aspirations and grow as leaders, both through their impact on children s lives and through training, coaching and career development opportunities. From Monday to Thursday, City Year UK's volunteers are integral to the school day. They encourage pupils both in and out of the classroom to engage with and enjoy learning, while developing their own skills. On Fridays they meet to share experiences and benefit from additional training, delivered by experts from across the education, business and voluntary sectors. City Year was first established in Boston, Massachusetts in 1988 and operates in 27 cities across America, as well as Johannesburg in South Africa. City Year UK launched in London in 2010 and has since expanded to the West Midlands and Greater Manchester. To find out more, watch our short animation here The opportunity This is an exciting opportunity to be part of a fast growing organisation that recruits and develops young leaders to transform the educational and social outcomes of pupils across the UK. City Year UK is looking for an enthusiastic and organised individual for a permanent parttime (20 hours per week) role working at City Year UK s Manchester office, to provide administrative and operations support. You will be a bright and reliable self starter with sound administration experience and skills, who is highly organised and efficient in managing your work and supporting others. Reporting and management The post holder reports to the Operations Manager (OM), while working closely with the Head of Site (HoS) and the Finance Officer (FO) and programme staff based at City Year UK sites.
2 Primary responsibilities 1. Support the smooth functioning of City Year s office and systems in Manchester to: Be responsible for development and implementation and audit of site Health and Safety processes and as directed by OM and HoS. Be responsible for office telephone system and its management including setting up handsets for office efficiency. Be responsible for the setup and maintenance of multi-function printing devices. Assist the OM with support for site ICT issues. Manage and arrange appropriate appointments for property and equipment maintenance repairs to be done. Book and advise on travel and accommodation for City Year UK staff as required in line with travel policy. Updating general office documents and their sharing with staff. Be responsible for general office filing as directed. Be responsible for ordering general office and kitchen supplies. Under the direction of OM provide ad hoc administrative support. Under regular supervision undertake research projects as directed by OM including new services and suppliers. Ensure the office is a powerful showcase for City Year s work and culture. 2. Provide reliable and timely finance information including: Recording and monitoring weekly travel receipts for volunteers. Preparing regular reports for the payment of volunteer living expenses and travel. Management of petty cash and expenses card transactions. Any other day to day financial duties for the site including preparation of reports. 3. Responsible for the smooth functioning of City Year UK s reception functions in the Manchester office. Welcoming on-site visitors. Keeping the reception area clean and tidy and responsibility for the daily preparation of meeting rooms. Answering and forwarding phone calls in a warm, confident and friendly manner. Deliver excellent customer service, dealing with all enquiries in a professional and courteous manner, in person, on the telephone or via at all times. Responsibility for arranging postage and despatch. Responsibility for scheduling out of hours staffing rota (when necessary) Other responsibilities Safeguard standards of service Model and uphold City Year s high standards for all staff and corps members. With lead from the Head of Site, work with Impact Officers to emphasise the importance of standards in the office.
3 Represent City Year UK to all organisations with which we have contact Actively seek and create partnerships with schools, colleges, community groups, public sector organisations, private companies and influential individuals based near the City Year office, and with suppliers, neighbours and our landlord. Contribute to the overall functioning and growth of City Year UK in any way necessary, as requested by the Senior Leadership Team (or any other staff as designated by CE). There may be other tasks and responsibilities determined by the Chief Executive, at their discretion. Competency Framework Professional Level 1 Strategic scope: Can plan and schedule own work and is responsible for its quality Has some autonomy in how tasks are delivered, can easily identify when work should be escalated to a higher level Job-related skills/abilities required: Technical/business-related knowledge Intellectual/analytical/creative abilities Interpersonal/communication skills Managing people and/or resources Responsibility for money Uses appropriate methods and systems and is responsible for checking quality and accuracy of own work Performs a range of activities in a variety of structured environments Effectively communicates with colleagues and others Limited/no responsibility for managing others, but may demonstrate own duties - Might have some responsibility for financial resources. The work may involve either: - Handling cash or the processing of cheques, invoices or equivalent; or - Accounting for limited sums of money, where care and accuracy are important. Person specification
4 1. Experience and knowledge 1. Strong customer focused skills 2. Ability to work collaboratively and as a team member and independent leader 3. Ability to multitask with a high level of attention to detail 4. Strong communication and interpersonal skills 5. a minimum of two years proven and successful experience in similar role 6. Knowledge of general office practices and procedures 7. Ability to thrive in a busy environment, prioritising a changeable and unpredictable workload on a daily basis and handling a number of tasks simultaneously with speed and precision 8. A team player with an enthusiastic "can do" attitude 9. A self-starter willing to act on own initiative 10. Flexible and adaptable outlook; receptiveness to new working practices 11. Good understanding of the City Year model and culture (desirable); 2. Skills a) A smart professional manner and good networking skills (essential) Excellent time-management skills b) Excellent organisational skills including owning objectives, plans and monitoring, progress, with ability to manage time and workloads to achieve agreed outcomes; c) Highly organised and able to multi task (essential) d) Excellent written and spoken English e) Good IT knowledge (essential), including Google Apps and Microsoft Office Contract This post is a permanent part-time, 20 hours a week position. Newly appointed post-holders will be subject to a six-month probationary period. Hours Ideally the hours for this role will be 10:00 to 14:30 (4 working hours per day) with 30 minutes for lunch, Monday to Friday. Actual hours will be agreed with the post holder upon appointment. Some flexibility is possible regarding days and hours worked. Occasionally the post-holder may be required to work evenings, weekends or irregular hours if necessary, and should be prepared to be flexible. No overtime is available. Location This post is based in City Year s Manchester office, but may occasionally involve travel to other City Year sites.
5 Remuneration and benefits Salary of 18,000 to 20,000 (pro-rata for 20 hours per week), per annum, depending on experience, with up to 5% employer pension contributions, 25 days holiday per year (pro rata of full time) plus one additional day per year after two years of employment, capped at a maximum of 28 days, and a range of other great benefits. Background checks Appointment is subject to clearance through the Disclosure and Barring Service and receipt of satisfactory references. The work you will be undertaking will involve contact with children and young people which by law this is exempt from the Rehabilitation of Offenders Act You are not entitled to withhold information and must declare all convictions, including spent convictions, cautions, reprimands and final warnings. Any information given will be completely confidential and will be considered only in relation to any application or positions to which the Order applies. To Apply To apply for the position of Operations Coordinator - Manchester please submit your cover letter and CV via the City Year UK jobs portal at: Closing date: 15th September st round interviews will be held week commencing 18 th Sept. Further information about City Year can be found at the website:
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