Job Vacancies 'Brains like hearts, go where they're appreciated.' We are pleased to invite applications for the following opportunities: Office Manager (London) Hours: 37.5 hours per week Salary: £29,000.00 p.a. An opportunity to join a friendly charity working with individuals who have, or have had substance use issues, Build on Belief is looking for an Office Manager to look after the day to day running of the charity, including payroll, book keeping and record keeping. You will work closely with the Chief Executive to ensure the smooth day to day running of the charity. We can offer flexible hours of work to the right candidate. Closing date: Friday 3rd May 2019. Interviews will take place mid-May 2019. To apply please send a C.V. and covering letter to [email protected]. JOB DESCRIPTION: OFFICE MANAGER TITLE: OFFICE Manager SALARY: £29,000 per annum HOURS: 37.5 hours per week, Monday to Friday. (Note: We can offer flexibility in hours of work to the right candidate.) BASED AT: Build on Belief Head Office, 69 Warwick Road, Earls Court, London SW5 9HB REPORTS TO: Chief Executive ABOUT BUILD ON BELIEF: We’re a charity dedicated to helping people who have, or have had issues with drugs and alcohol use, working to improve and sustain their health and well-being and help them lead fulfilling lives. We always run services at the weekends and in some centres during the week as well, and our unique model of socially based peer-led service provision means that almost everyone who works or volunteers for the charity has lived experience of such problems. More information can be found at www.buildonbelief.org.uk ABOUT THE ROLE: You will work closely with our CEO and local service managers to ensure the smooth and sustainable day-to-day running of the office. We are looking for a reliable, detail-oriented person who is supportive of the work we do and is capable of both meeting deadlines and managing their own workload. KEY RESPONSIBILITIES AND ACCOUNTABILITIES: Financial Day to day book keeping, including invoicing, payment reconciliations, records of expenditure and reconciliation against the bank account. Payroll management for the staff team, including the required payment to HMRC and the pension provider via BACS. Regular financial reports prepared for the CEO and the Board of Trustees. Working with the CEO to produce individual project budgets, monitor expenditure against targets and report income against expenditure on a monthly basis. 2. Administration Maintain a working office environment, including facilities, IT and office supplies. Servicing the Board of Trustees under the direction of the CEO in preparing agendas for meeting, taking minutes, and ensuring papers are collated and disseminated in advance of the meetings. Co-ordinating and managing the preparation of data and reports from service managers in time for contract monitoring reports. Coordinate the annual Volunteer Award Ceremony, including practicalities of setting up the event. Oversee the maintenance of the official to acceptable Health and Safety standards. 3. Human Resources Ensure HR records are kept for all staff members and that all relevant information is up to date. Keep track of policy review dates, ensure they are reviewed regularly and work with the CEO to ensure they are in line with legislation and best practice. Coordinate with the CEO the annual performance review process Coordinate training sessions and records 4. I.T. Update computer equipment and software as agreed with the CEO. Perform regular back-up of office computers. Administer office operating system subscriptions, user names and passwords. Act as ‘first port of call’ for GDPR responsibilities 5. Communications, including website and social media Work with service managers to ensure information on the website is accurate and up to date In collaboration with the CEO act as coordinator and curator of both website and social media activity Ensure there are up to date mail out, and key external and internal contact lists. Support the preparation, production and distribution of the Build on Belief newsletter. Maintain good communications internally and externally with local partners, commissioners and other key stakeholders and contacts. 6. Fundraising i. Develop and manage a funding records data base ii. Support the CEO in preparing larger funding applications. 7. General. In carrying out the above duties the post holder will: Work closely with the Chief Executive in order to optimise their respective roles. Follow the charities policies on: Equal Opportunities, Confidentiality, Data Protection, Health and Safety, Financial Regulations and Standard Operating Procedures. Undertake other duties appropriate to the role. *This job description covers the key aspects of the post but may be amended and reviewed. Any change will be made following a proper period of consultation This post is subject to a Disclosure & Barring Service check at an enhanced level. PERSON SPECIFICATION CRITERIA About You You have the experience and skills to work independently in a small office and are keen to join a team working hard to help some of the most disadvantaged people in society. Having lived experience of substance use problems is not essential for this role but having empathy with our cause is. You are a gifted administrator with good attention to details and the understanding that a role like this is about more than good record keeping and reporting – it’s the engine for developing the organisations culture, sustainability, growth and impact. Essential Requirements The ability to work both independently and as part of a team A proven track record of attention to detail The ability to multi-task and provide support to others in the organisation The ability to prioritise workload and work proactively with minimal supervision Excellent knowledge of Word for Windows, Excel and Power-point and the ability to use all of them effectively. Operations Manager (London) Hours: 30 hours per week Salary: £25,600.00 p.a. (£32,000.00 pro rata) An exciting opportunity to join our unique service user charity working with individuals who have, or have had substance use issues. Build on Belief is looking for a part-time Operations Manager to help develop our peer run services, support and supervise our service managers and help deliver training to our volunteers and staff. We are particularly interested in recruiting someone who has experience of working in the fields of substance use, and/or mental health and homelessness. You will work closely with the Chief Executive to develop and promote this exciting, and growing organisation across seven London boroughs. Some weekend working will be required. Closing date: Wednesday 20th February 2019. Interviews will take place on Tuesday 5th March 2019. The job description and person specification can be found below. For details of how to apply please e-mail [email protected] JOB DESCRIPTION: OPERATIONS MANAGER TITLE: Operations Manager SALARY: £25,600 (£32,000 pro rata) HOURS: 30 hours per week. (Note: The nature of the job requires regular weekend working, up to three days per month). BASED AT: BoB Head Office (currently 69 Warwick Road, London SW5 9HB), with regular travel to BoB local services. REPORTS TO: Chief Executive JOB PURPOSE: To manage and develop the Service Managers and volunteers of Build on Belief, ensuring the efficient operation of the projects, and ongoing improvement and development of services in line with the agreed business plan and organisational policies and procedures. KEY RESPONSIBILITIES AND ACCOUNTABILITIES: 1. Management & staffing Provide line management, regular supervision and leadership to local BoB managers to achieve performance, in line with service level and contractual arrangements. Performance manage each service manager by giving regular feedback and an annual written performance appraisal according to the process set by the charity. Organise staffing rotas to ensure local services are open at agreed times and to step in as locum Service Manager to cover sick leave and holiday entitlement if necessary. Convene and help to chair the monthly Service Managers meeting and other meetings as necessary. Prepare for and attend monthly supervision sessions with the Chief Executive. Ensure that all managers understand and abide by relevant legislation and organisational policies and procedures. Support the Chief Executive on various projects as defined by the Chief Executive and/or the Board of Trustees. 2. Training & development Identify the training and development needs of the managers and their volunteers and report to the Chief Executive. Deliver some information programmes and training workshops on a needs basis as determined by the Chief Executive. Support the Service Managers to deliver/organise training to their volunteer teams on a regular basis. 3. Funding and finances Monitor the budgets for each of the Build on Belief services, in conjunction with their Managers and ensure that services operate within agreed limits. Ensure that all required documents (such as attendance registers, petty cash spreadsheets, timesheets etc) are submitted by the service managers in a timely and accurate fashion. Actively participate in various activities to raise funds for the charity; promote the charity and its work, and work with the Chief Executive and managers to identify sources of funding from the voluntary and statutory sectors. 4. Services development Support the Service Managers to innovate, develop and deliver a range of social activities for their respective localities. Oversee the monitoring and evaluations of the services offered to volunteers and service users and actively engage, involve and consult with service users regarding on-going service development, and report monthly to the Chief Exeecutive. Ensure the services provided by Build on Belief are run in a safe, supportive and non-discriminatory fashion and work within the aims, objectives and ethos of the charity. 5. Marketing & public relations Act as a champion of the charity. Promote and represent Build on Belief services to service users and service professionals in the Borough(s) where Build on Belief operates. Facilitate the building and maintenance of constructive and supportive relationships with our partner organisations. Maintain good communications internally and externally with local partners, commissioners and other key stakeholders and contacts. 7. General. In carrying out the above duties the post holder will: Work closely with the Chief Executive in order to optimise their respective roles. Work flexibly across operational local services as required. Work flexibly (including weekends) within an agreed number of hours to maintain the most appropriate level of management and support to local managers. Seek to improve personal performance, contribution, knowledge and skills. Ensure the implementation of all Build on Belief policies and Procedures. Contribute to maintaining safe systems of work and a safe environment. Undertake other duties appropriate to the role. Attend a meeting with the Board of Trustees six times a year. This job description covers the key aspects of the post but may be amended and reviewed. Any change will be made following a proper period of consultation This post is subject to a Disclosure & Barring Service check at an enhanced level. PERSON SPECIFICATION CRITERIA Experience Extensive experience of working with service users and/or volunteers in the substance misuse, mental health or homelessness fields. Previous experience of managing/supervising staff and/or volunteers within the substance misuse or allied fields (eg mental health, criminal justice, employment, housing sectors). Individuals with lived experience of addiction issues are particularly welcome to apply. Knowledge and Skills Educated to at least degree level OR with a relevant vocational qualification OR demonstrable equivalent experience in the substance misuse, mental health or homelessness fields. Proven people management skills (ie: training, supervision and challenging a team of local managers to improve their practice and service delivery.) Some knowledge of the range of services available to improve the quality of life for people who have substance use issues, including referral pathways and eligibility criteria.) Demonstratable skills and ability to establish and maintain effective working relationships with a range of partners within both the statutory and voluntary sectors. Excellent verbal and written communication skills, with a focus on record keeping, monitoring, case management, and report writing. Good computer skills in the use of Word, Excel and Power-point. Personal qualities: The ability to maintain safe professional boundaries with professionals, colleagues and volunteers/service users at all times. Demonstrable ability to work under pressure, adapt to changing environments and to balance competing demands. Employ a flexible, empathetic and non-judgmental attitude towards those with substance use issues. Build on Belief January 2019