Systems and Operations Officer

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Job description

About the role:

The Kids Network are recruiting for a Systems & Operations Officer to help us provide effective operational support to our staff teams to ensure the charity runs smoothly and efficiently.

If you are driven by social purpose, want to work with a dynamic and growing charity and someone who wants to learn about the inner workings of a charity and get exposure to the most intimate details of the organisation, this role is perfect fit for you.

The role involves working closely with the Managing Director and a high level of support & training will be provided to the successful candidate, therefore if you are keen to learn and excited about all things related to process then this is a great opportunity for someone looking to develop their career in Operations.

• Do you enjoy improving and maintaining systems?

• Do you have an interest in data and data led work?

• Do you find ticking things off your to do list highly enjoyable?

• Do you like working in a fast-paced environment?

• Would you describe yourself as a creative thinker and problem solver?

If you have answered yes to the above, then we would love to hear from you!

Key Responsibilities:

People HR Processes

• Undertake all admin related to recruitment, onboarding and offboarding staff members

• Coordinate internal team meetings and team training

• Help support team Inductions through delivering sessions on the platforms we use, and by creating training videos or guides as and when needed

• Inject fun into the team through organising team socials, birthday gifts, and work anniversaries

• Deliver annual training to the team on GDPR and H&S

• Ensure the charity s policies are maintained and filed correctly

• Monitor and track staff training throughout the year, ensuring all staff are participating in learning and development opportunities

• Support the Managing Director with developing and implementing the charity s employee cycle

• Create how to training videos for staff and mentors to help develop inclusive ways of sharing guidance

• Support Volunteer Recruitment by interviewing potential volunteer mentors

System Management

• Be the first point of contact for incoming calls and emails for our two main email accounts, directing people in the right direction in a welcoming and professional manner

• Support our impact collection process, ensuring a high level of data hygiene for collection

• Maintain the charities slack workplace to support communication between the team

• Maintain the TKN Website to ensure all content is updated and correct as and when required

• Execute strong data quality and input data meticulously into our CRM, Salesforce

• Support the Managing Director In the development of a salesforce TKN operations manual for all staff to use as well as support the Managing director with salesforce developments

• Support the information management of the organisation ensuring correct access restrictions and efficient document filing

• Maintain our HR platform, CharlieHR, ensuring all information on the system is up to date and correct

Finance support

• Assist with the smooth running of day-to-day accounts including, collating and filing Invoices, end of month coding and liaising with our external accounts as and when needed

• Follow the charity s financial procedures document when carrying out any finance tasks

• Process volunteer expenses each month with diligence and accuracy in line with the charity s expense and safeguarding policies

Other

• Keep a stock take of IT equipment for the organisation and support set up for new staff members

• Manage our Internal ticketing system, supporting the team with IT needs by liaising with our external IT provider

• Coordinate board meetings and sub committees

• Minute board meetings and subcommittees

• Lead on recruitment admin of new Trustees

• Supporting the work of the Managing Director as and when required

About you

As a member of our small but mighty Operations team you will play a crucial role of maintaining quality, efficiency and control across the org.

The successful candidate will have experience working in an operational capacity in a similar environment, enjoys improving and maintaining systems and processes, has the ability to remain calm and professional under pressure and takes a solution-focused approach to operational challenges.

Essential skills and experience:

• Ability to be solution focused and self-motivating, to work on your own initiative and be accountable for your own work

• 1 year experience in an office environment

• Able to juggle multiple projects and wear many hats!

• High organisational skills with the ability to prioritise workloads effectively

• Exceptional communication skills, with the ability to communicate with a range of audiences

Desirable experience:

• Excellent written, spoken and IT communication skills (especially with MS Office and CRM systems)

• Experience in using Mailchimp, salesforce and WordPress

• 1 year experience of operations or HR or 2 years administration experience

• Great attention to detail and highly conscientious

• Non-judgemental, self-motivated, pro-active, compassionate and solution focused

Safeguarding commitment

The Kids Network is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. The successful applicant will be required to go through our safer recruitment processes, including an enhanced DBS check.

Equity commitment

The Kids Network values diversity and inclusion and we have worked to create an application process that is as accessible as possible, however we still recognise that there is maybe more we can do especially for applicants who are minoritised in society, have specific accessibility needs and/or experience discrimination.

If this is the case we are both happy and open to discussing better ways to support your candidacy and make this application process as equitable as possible for you.

We are a diverse organisation and welcome everyone but it is important to note that the intersections of your identity will not increase or affect the amount of labour you are asked to do. If you wish to draw on your own lived experiences that will be both encouraged and supported but it is not nor ever will be a prerequisite of this role.

You can find out more about our commitment to anti-oppression on our website.

First round interviews are due to take place on Friday 25th October and second round interviews will take place the following week, however if we recieve a high volume of applications before the end date, we may interview earlier, therefore early applications are encouraged.

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