Operations Manager

Operations Manager

Job Description

Responsible to: The Trustees of Windermere & District Food Bank, one of whom will normally be your Line Manager. Responsible for: Day-to-day management and coordination of the foodbank.

Salary Range: £14.00 – £17.50 per hour, paid monthly. Normal holiday, sick pay, pension and NI contributions will apply.

Expenses: 45p per mile for essential business travel including deliveries, plus reimbursement of authorised purchases made on behalf of the foodbank, receipts to be presented to the Treasurer.

Permanent, Part-Time: 12 core hours per week including 3 hours a day, on Wednesday’s and Friday’s 12.00 – 3.00, the current foodbank opening times. Some additional variable hours will be needed as required and will be paid at the standard hourly rate, including some evenings for meetings.

Overall responsibility of the job: Organising the operation of the foodbank, ensuring its efficiency and standards in accordance with The Trussell franchise model. Assisting the Trustees, guiding the development of the foodbank, including its material resources, volunteer team and its reputation.

Specific responsibilities:

Day-to-day Operations

· Ensure the foodbank is open and operational during the advertised hours.

· Prepare and issue daily picking lists for warehouse and deliverers.

· Respond appropriately to referral agencies, Citizens Advice Bureau (CAB), schools, health teams etc) and to direct requests for help from people in need.

· Manage a team of volunteers and ensure coverage for each shift, including Goods In and outgoing parcels to clients.

· Prepare and organise volunteer rotas.

Communications

· Ensure the foodbank emergency mobile phone and email account (“info”) are monitored and appropriate responses made. These tasks may be delegated to volunteers as appropriate.

· Be the first point of contact for enquiries, including new clients who walk in responding on behalf of the foodbank with assistance from the volunteer team, and Trustees, which may include an administration assistant.

· When appropriate, refer enquires to you Line Manager the Trustees or the Treasurer.

· Generate and organise regular social media items.

Warehouse and food supplies

· In conjunction with the volunteer team maintain warehouse stock levels within budgetary constraints to meet the needs of the clients.

· Organise purchasing to maintain stock levels to meet delivery numbers.

· Monitor Health and Safety, ensuring compliance with statutory requirements and good practice.

· Collect food donations from local supermarkets, assisted by volunteers as necessary.

· Advise the Treasurer about any necessary purchases of supplies.

· Organise the annual warehouse stock take.

Reporting to Trustees

· Report to the charity’s trustees annually in writing in preparation for the AGM.

· Attend a minimum of 4 Trustees meetings per year.

· Advise the Trustees of exceptional events. Refer any press issues to your line Manager.

Trussell compliance

· Comply with the terms of the Foodbank franchise, including standard operating procedures.

· Liaise with the Trussell Area Manager, who will usually visit annually but can be called upon for advice and guidance.

Data

· Be able to input into the on-line data system.

· Supervise data volunteers to ensure regular and accurate data of stock ,deliveries made and parcel weights issued.

· Extract data for reports for the Trustees.

Agencies

· Liaise with referral agencies in response to queries or issues., developing and maintaining relationships.

· Liaise with the CAB

Finance

· Comply with the Foodbank’s finance policy.

· Maintain accurate and timely records of cash received and spent.

· Provide the Treasurer with details of payments and receipts, and supporting documents, to enable proper accounting.

Quality Assurance

· Complete the annual Quality Assurance audit on -line.

Applicants should request an application form from the email address when clicked on ‘Apply Now’.