Operations Assistant Job Description

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Operations Assistant Job Description Main Purpose of the Role To support the Operations Manager in the role of overseeing operations across Everyday Church by (1) dealing with all aspects of Conferencing and room hire by external clients, (2) supporting the Company Secretary (3) working on other projects as agreed with the Operations Manager. Reports to: Liaises with: Place of work: Days/hours: Salary:

Operations Manager External conferencing clients. Relevant Everyday staff, members and suppliers. Everyday Church Central Office in Wimbledon. You may be required to work at other Everyday venues or other locations from time to time. This is a full-time position for Monday-Friday, 9am-5pm with an hour unpaid for lunch. This is a permanent position with a probation period of 3 months. £22,000 per annum

Key Responsibilities Conferencing  Dealing with booking enquiries, booking events and updating the booking spreadsheet. This includes regularly checking conferencing emails.  Managing invoicing for hires.  Co-ordinate events, hosts, staff communication, keys and emergency mobile phone.  Help build a team of hosts to cover bookings (including possible out of hours work by agreement).  Manage existing hiring agreements.  Liaise with the Operations Manager in setting up new agreements.  Help promote venues to clients to help achieve targeted income.  Help to improve the communications systems (booking line, emergency mobile, booking calendar system etc.).  To take on ad hoc responsibilities as agreed with the Operations Manager. Operations  Overseeing staff data storage within Google docs or Office 365 and the ChurchSuite back office system.  Managing overall data and system administration for ChurchSuite.  Ensuring good communication of internal policies and procedures, organisation charts, etc. Creating and updating some of these documents and ensuring they are understood by staff and ministry heads.  PA duties including correspondence, diary, booking meetings & travel for Operations Manager & Operations Director.  Attending staff, trustees and other relevant meetings. Taking minutes where required.  One off tasks and projects as agreed with the Operations Manager. Governance and Financial Administration  Assisting the Company Secretary by assisting with the venues’ appointment of trustees, elders and officers in compliance with their governing documents. Tracking trustee action points, draft agendas and information, arrange meetings incl. AGM.  Researching legal and other governance issues e.g. constitutional arrangements; licensing agreements; contracts; and taking advice from church solicitor/accountant where necessary.

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Act as payment signatory, safe key holder, incoming post reviewer.

Other As a charitable Christian organisation, the post holder must be committed to and embrace Everyday Church’s ethos. This post has been identified by the employer as one which has an Occupational Requirement to be filled by a Christian under the provisions of the Equality Act 2010 Schedule 9 Part 1 section 3. The post holder will, at all times, carry out his/her responsibilities with the utmost respect for the protection of children, young people and vulnerable adults in accordance with the church’s Safeguarding Policy.

Person Specification

Education (Eg: degree/professional qualification)

Essential  GCSE or equivalent including Maths and English  Good level of numeracy.

Desirable Education to degree level or equivalent.

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Willing to undertake relevant training as necessary

Experience

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Personal Qualities

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Proven experience of project management. Proven experience of working in conferencing/event administration. Proven experience of working with Microsoft Office or equivalent. Mastering new office systems and software. Proven planning and project management skills. Ability to manage a high workload, manage priorities and meet deadlines. Ability to relate well to people at all levels of the organisation and outside. Excellent interpersonal, presentation and negotiation skills. Able to deal with confidential information. A self-starter with ability to lead, motivate and develop others. Integrity, flexibility, team player. Willing to sign the Evangelical Alliance Statement of Faith and be committed to the outworking of Everyday Church’s Mission, Values and Beliefs.

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Working in charity or church sector. Experience of contract negotiations.

Some knowledge of finance and accounting and interpreting financial statements. Some knowledge of health and safety and risk management. Some knowledge of human resources / personnel management. Some knowledge of charity governance / Trustee responsibilities.