Office Manager

 Database Management

• Oversee the CRM database, ensuring the data is clean and updated on an ongoing basis

• Ensure all methods of capturing database information are set-up and working properly to guaranteeall information being captured. This includes iPad’s working at relevant sites plus capture cards when needed and then added to the database using JFT database support

• Produce reports as required for GIFT fundraising, volunteering and activity

• Produce reports of correct databases and information for mail-outs, email newsletters and donor campaigns

• Develop the CRM database in consultation with the Director of Operations and Chief Technical Officer, ensuring it continually evolving

• Support and if necessary cover the Fundraising Administrator with inputting and checking donations, and also reconciling against donations across platforms

General Administration

• Run the general office administration, to include ordering supplies and supporting staff with general administrative tasks

• Support any events with general administrative tasks, including planning logistics and sending out information

• Follow up with individuals and teams to ensure statistics are captured by all staff

• Complete credit card statements on a monthly basis ensuring all staff input the correct budget codes.

• Assist with the management of the info@jgift.org email account

Website

• Liaise with web designer as required to ensure new pages, features and changes to the home page are made

• Upload new events, new donation pages, job adverts, press releases and other relevant information

IT

• Liaise with JFTs IT Department, implementing any major development work

• Ensure all new starters have the necessary IT equipment and a GIFT email address set up prior to starting. This includes a desktop/laptop computer, mobile phone and anything else required

Staff Management & HR

• Implement the leave system for keeping accurate records of all types of leave taken by staff, which includes sick leave, annual leave and any other leave requested

• Ensure all new starters are set up for commencing employment. This includes ensuring their desk and equipment is ready and also explaining the annual leave and any other systems upon starting

• Implement best recruitment practices, including publishing job adverts, dealing with enquiries, scheduling interviews, rejecting candidates and also creating & administering interview tasks when appropriate

• Ensure DBS checks are completed for all relevant staff

• Source and ensure all necessary training is offered to staff as appropriate, including Safeguarding, Health & Safety, First Aid, Teams and IT Training, etc.

Compliance

• Ensure all necessary compliance documentation is saved securely in an accessible format so Directors and Trustees are able to access it

• Update all policies, procedures and processes as advised by JFT and the Director of Operations, ensuring appropriate staff know about all relevant changes

• Implement any policy requirements such as, but not limited to, DBS checks, filing incident reports, completing H&S reports and any other required process

• Update the Risk Register on an ongoing basis and notify the Director of Operations of any potential risks

• Ensure Risk Assessments are completed and saved for all events and programmes, using standard templates

• Any other duties as reasonably required

• The role may require working outside contracted hours