Operations Coordinator
Reporting to: The Board of Hygiene Hub
Location: Remote
Hours of work: Part-Time - 21 hours per week, schedule negotiable. Some evenings and weekend work may be required, with prior notice agreed upon and flexible hours upon agreement.
Compensation: Salary: up to €35,000, Pro Rata, Depending on Experience22 days of annual leave, Pro Rata
As the Charity’s Operations Coordinator, you will be responsible for the charity's day-to-day functions. The Head of Operations will provide direct line manager support and guidance on all areas of responsibility.
Key Responsibilities of the role include the following:
Day to Day Operations Management:
Manage the general email inbox for Hygiene Hub, liaising effectively with relevant parties. Ensure the swift follow-up and completion of actions.
Work collaboratively with Hub Coordinators to guarantee smooth day-to-day operations and accurate logging of donations, collections and purchases.
Conduct regular evaluations of operational processes, identifying areas for improvement.
Ad hoc duties in line with the needs of the organisation.
Relationship Management Support:
Hub Relationship: Develop and nurture relationships with Hub Coordinators and implement changes based on feedback or learnings.
Volunteer Management: Support volunteer recruitment and management, including active involvement in volunteer induction processes and the systematic update of volunteer details.
Partnership Support: Collaborate with the Partnerships Team to support the logistics of corporate donations and fundraising, such as facilitating the setup of hygiene drives and supporting the logistical delivery of corporate donations to corporate storage.
Support team morale via team-building activities.
Data Administration and Reporting:
Compile monthly reports for internal and external stakeholders. This includes comprehensive reports of product distribution, product donations, expense reports, and to contribute to Board papers, grant reports, and funder reports.
Maintain the CRM system (Salesforce) updating it regularly to reflect changes such as new Drop-Off points or Community Partners, Corporate Partner information, and updated contact information.
Board Reporting and Management:
Coordinate with department heads to prepare comprehensive board packs.
Attend board and head office meetings, take detailed minutes, and follow up on action logs with relevant members.
Advise and support the Board in reviewing and updating the risk register, log incidents and actively monitor risks.
What we are looking for:
Essential:
Strong organisational and coordination skills.
Excellent communication skills, both written and verbal, and Professional level of English.
Strong ability to build positive relationships with internal and external stakeholders.
Ability to work collaboratively in a team-oriented remote working environment.
Attention to detail and a commitment to delivering high-quality work.
Knowledge of the charity and/or not-for-profit sectors.
Desirable:
Familiarity with CRM systems, preferably Salesforce.
Experience in volunteer engagement.
Experience with charitable fundraising.
Ability to identify and implement operational efficiency improvements.
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