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Operations & Development Officer, REACH CHARITY
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Job Description: Operations & Development Officer
Hours: Part-time, 21 hours per week
Salary: £17.58 per hour, equivalent to £19,200 per annum for 21 hours per week. This is based on a full-time equivalent salary of £32,000 per annum.
Reach Charity is a small volunteer-led national charity supporting children born with, or who acquire upper limb differences (ULD) in childhood, for the whole of their lives! Being born with/acquiring an ULD in childhood is rare. Our role in the Reach team is to support our volunteers in every way we can to keep Reach families connected and supported with and by their community as and when they need it for life. This role will help us sustain and potentially grow that level of support.
Contract: One-year fixed-term contract. The role will be reviewed before the end of the fixed term. Any extension, permanency or change to contracted hours will be subject to organisational need, funding and written agreement.
Location/format: Hybrid working, with a minimum of two days per week in the office: Office 5, The Library Rooms, 59 High Street, Totnes, Devon, TQ9 5PB. Homeworking is subject to appropriate health and safety and display screen equipment arrangements. Hybrid working arrangements may be reviewed and changed with reasonable notice following consultation.
Reporting to: Operations Lead
Core purpose of the role
The Operations & Development Officer will provide high-quality operational, administrative and executive support to the Operations Lead and the wider Reach team.
The role will help ensure the smooth running of Reach’s central operations, including governance support, policy coordination, safeguarding administration, donor stewardship, event delivery, communications and day-to-day organisational support.
The postholder will play an important role in maintaining operational continuity, supporting compliance, strengthening community engagement and helping Reach deliver effectively for adults, children and young people with upper limb difference and their families.
Key responsibilities
Governance, compliance and safeguarding policy and procedure coordination
- Coordinate and maintain a rolling programme of policy and procedure review, liaising with the Operations Lead, trustees and relevant staff or volunteers as required.
- Support the updating, formatting, circulation and storage of policies and procedures, ensuring records are accurate and accessible.
Safeguarding support
- Subject to appropriate training, support Reach’s safeguarding arrangements and participate in the safeguarding on-call rota.
- Provide cover during colleagues planned or unplanned absence, acting in accordance with Reach’s safeguarding policy and escalation procedures.
- This may include occasional weekend on-call duties when the Operations Lead is unavailable
DBS, Safeguarding Training And Appointment Requirements
- Appointment will be subject to satisfactory references and the appropriate level of DBS check for the role.
- Safeguarding training must be completed before the postholder undertakes safeguarding duties.
Data protection and confidentiality
- Handle personal, sensitive and confidential information in accordance with UK GDPR, Reach policies and confidentiality requirements.
- This includes information held in CRM systems, Mailchimp, donor records, membership records and sensitive conversations with families, professionals, volunteers and supporters.
Donor relations and fundraising administration
Donor stewardship
- Provide supportive cover for donor stewardship during colleague absence or holiday, including drafting thank-you communications, updating records and helping maintain positive supporter relationships.
- Ensure donor communications are timely, accurate and aligned with Reach’s tone, values and messaging.
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Fundraising administration
- Support the Operations Lead and wider team with fundraising administration, including funding applications, milestone tracking, data collection and information required for funder reports.
- Maintain accurate records of funding activity, deadlines and reporting requirements.
Event support and promotion
Event delivery
- Support the planning, coordination, delivery and evaluation of Reach events.
- This may include support from initial concept through to on-the-day coordination and post-event follow-up.
- Where required, lead agreed elements of event delivery, with appropriate support and oversight.
Event communications and promotion
- Promote events and campaigns through digital channels, newsletters, local networks and other appropriate platforms to maximise visibility, attendance, engagement and donations.
- Work closely with the Operations Lead and Reach team to ensure consistent messaging, effective coordination and successful delivery.
Evening and weekend work
- Some evening or weekend work may be required for events or safeguarding cover. This will be agreed in advance wherever possible and managed through time off in lieu or other arrangements in line with Reach policy.
Executive, board and operational support
Executive assistance
- Provide executive and administrative support to the Operations Lead, including diary management, coordination of priorities, management of incoming enquiries and preparation of briefing materials or documentation for meetings.
- Work with other members of staff to identify priorities, support workflow and ensure timely follow-up on agreed actions.
Board and trustee support
- Provide proactive support for Trustee meetings, including coordinating meeting logistics, preparing and circulating papers, supporting agenda planning and taking clear, accurate minutes.
- Help ensure trustees have the information they need to support effective governance and decision-making.
General operations
- Support the smooth running of Reach’s day-to-day operations, including responding to enquiries, maintaining records, supporting internal communications and helping ensure tasks are completed efficiently.
Finance, merchandise and systems administration
Finance administration
- Support finance administration by maintaining accurate transaction records, processing documentation, supporting reconciliations and working within Reach’s financial controls and delegated authority arrangements.
- Liaise with the Operations Lead, Treasurer and relevant colleagues to ensure financial information is accurate, timely and appropriately recorded.
Merchandise and fulfilment
- Manage the Reach online shop and coordinate fulfilment of merchandise and other items.
- Prepare and post welcome packs, running vests and other materials for new members, supporters and event participants.
- Maintain accurate records of stock, orders and fulfilment activity.
Systems and records
- Use Reach’s systems accurately and consistently, including CRM, email marketing, finance, document storage and communication platforms.
- Support the maintenance of accurate records and contribute to efficient internal processes.
Flexibility
- This job description sets out the main responsibilities of the role but is not exhaustive. Duties may reasonably change over time following consultation, provided they remain appropriate to the nature, purpose and level of the role.
Person specification:
Essential Attributes
The postholder will be expected to demonstrate:
- Reliability: Consistency, dependability and the ability to follow through on agreed work are essential in a small team.
- Strong listening skills: The ability to listen carefully, respond sensitively and support, enable or signpost people effectively.
- Organisation and prioritisation: The ability to manage competing priorities, multitask effectively and complete work accurately and on time.
- Efficiency and attention to detail: The ability to work carefully, meet deadlines and maintain accurate records.
- Team working: The ability to collaborate, support, facilitate and contribute positively within a small charity team.
- Adaptability: The ability to learn new systems, processes and areas of work efficiently.
- Reflective approach: A commitment to learning through experience and developing knowledge in a busy small charity environment.
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Essential Skills And Experience
The postholder should have:
- Excellent interpersonal skills, including the ability to handle calls and enquiries from parents, carers, professionals, members, volunteers, partners, donors and funders.
- Good written and verbal communication skills.
- The ability to keep colleagues, Branch Coordinators, Trustees, RAW Mentors, volunteers and Reach team members informed, briefed and supported across in-person, online and email channels.
- Experience of administration, coordination or operational support.
- Practical experience in a safeguarding role.
- The ability to handle confidential and sensitive information appropriately.
- Strong organisational skills and the ability to manage competing priorities.
- Experience supporting meetings, including preparing papers, coordinating logistics, taking notes or minutes and following up actions.
- Good Microsoft 365 skills, including SharePoint, Teams, Excel and Word.
- Experience using CRM systems, particularly Salesforce.
- Experience using Mailchimp or similar communication software.
- Experience using Xero or similar finance software.
- A willingness to undertake safeguarding, data protection and other relevant training.
- An understanding of the importance of equality, inclusion and accessibility in the work of a charity supporting people with upper limb difference and their families.
Desirable Skills And Experience
The following would be useful but are not essential:
- Experience working in the charity sector.
- Experience working with a Board of Trustees or Directors.
- Experience working with or supporting volunteers.
- Experience supporting local, regional or partnership projects.
- Experience of event coordination, ranging from small meetings and face-to-face meetups to larger events.
- Project coordination or project management experience.
- Risk assessment and risk management skills.
- Bookkeeping, budget monitoring or reconciliation experience.
- Fundraising administration or donor stewardship experience.
- Experience creating content using Canva.
- Experience updating website content using WordPress.
- Experience using social media platforms, including Facebook.
- Experience using WhatsApp or similar messaging services for community or project coordination.
- Knowledge of UK GDPR, safeguarding, confidentiality and Equality Act duties in a charity or community setting.
Working relationships
The postholder will work closely with:
- The Operations Lead
- The Reach team
- Trustees
- Branch Coordinators
- RAW Mentors
- Volunteers
- Members and families
- Donors, funders, partners and external stakeholders
Safeguarding, equality and inclusion
Reach is committed to safeguarding and promoting the welfare of children, young people and adults at risk. The postholder will be expected to work in line with Reach’s policies and procedures.
Reach is also committed to equality, inclusion and accessibility. The postholder will be expected to contribute to an inclusive, respectful and supportive
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