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We're Hiring: Operations Coordinator

Role description for new paid role for Zero Carbon Guildford.


Zero Carbon Guildford (ZCG) needs an enthusiastic, organised and capable person to help run our Charity operations and ensure we are performing against our strategic objectives.


We are a Surrey-based charity offering practical solutions which help residents and businesses cut waste and emissions, remove confusion and misinformation on how to make a difference, and provide local solutions to a global crisis.


Overview and Purpose of the role:


The ZCG Operations Coordinator will focus on two main areas:

  1. Monitoring ZCG’s performance against strategy and create longevity for the charity

  2. Ensuring the smooth and compliant running of our operations 


Your role will involve translating the Charity’s strategy into implementable actions and Key Performance Indicators (KPIs) that will help us monitor our performance against our overarching strategy outcomes and benefits. Alongside this role we are advertising for a Project Development Coordinator, and you will work with them to convert the metrics and outcomes from individual projects into a measure of wider Charity impact and success.


A key part of the role will be monitoring the targets outlined in our successful funding bids, and ensuring that all reporting requirements are met. You will be responsible for creating and presenting regular reports on both strategic and funding targets to Operations and Trustee teams.


You will ensure the efficient day to day operation of the charity and our town centre premises, ZERO, ranging from management of stock levels through to implementing and monitoring safe working practices both within the ZERO premises and at external events. You will oversee volunteer supervision within the space; a shared task amongst all ZCG employees.


The role will include oversight of the ZCG events schedule, both via booking and management of events, as well as performance against event targets, whilst implementing the ZCG engagement strategy to ensure that messaging of events is tailored appropriately to the audience. Managing our diverse events schedule requires you to be a spokesperson for the charity, liaising with volunteers, local organisations and the general public so interpersonal skills and a collaborative attitude is a must.


We are advertising this role alongside a Project Development Coordinator role, and envisage each of these being ~4 days a week, which will include some evening and weekend hours. However, we are eager to recruit the best possible combination of people to the team, and will consider different working arrangements (either fewer or more hours), and individuals with experiences across the two roles.


This role is funded by the National Lottery Communities Fund.


Tasks:


  • Monitoring ZCG’s performance against strategy and ensuring charity longevity. This includes: 

    • Creating, measuring and reporting KPIs for charity activity and impact, in reference to charity strategy and the requirements of grant funding we have received. 

    • Regular reporting on progress to Operations and Trustees, including contributions to annual reporting 

    • Ensuring organisational longevity through ongoing efforts to secure both short term premises should the need arise, as well as a more permanent home for our activity.

  • Events oversight and management to ensure ZCG delivers successful, impactful events, including:

    • Supporting volunteer event leads to make their events a success. 

    • Supporting planning, promotion, set up (online event set up as well as physical space arrangements), risk assessments, and registration tracking against grant funded event targets. 

    • Working with the Operations Team to facilitate organisation of additional events needed to fill gaps in ZCG offering and meet our KPIs.

  • Building management and compliance, including: 

    • Health and safety, risk and compliance

    • Ensuring that staff and volunteers follow safe working procedures

    • Arrange repeats of assessments at relevant frequencies. 

    • Management of building maintenance and refurbishment

    • Managing cafe / shop stock levels, compliance and food hygiene requirements, volunteer training, cash handling and banking 

    • Manage storage, waste collection, and cleaning schedule

  • Work with the other employees and volunteers as part of the Operations Team at ZCG to support smooth, and effective operation of the charity, and delivery of our charitable aims - this includes: 

    • Keeping up to date with correspondence on our online workspace, Slack, joining fortnightly Operations meetings (usually on a Tuesday evening) and contributing to Operations activities and decisions.  

    • Engaging members of the public who contact the charity online, by phone and through email

    • Actively champion our equality and diversity policy to foster an inclusive environment ensuring that all projects are enjoyable and a welcoming places to volunteer.

    • Undertake training as required.


Person Specification:


As Operations Coordinator, you will need a wide-ranging skill set and must be extremely well-organised and practical. Effective communication skills are vital as you will be working closely with volunteers and staff members, and will need to positively motivate them whilst ensuring collaboration and compromise keep the charity functioning well.


You will also need to:

  • Have a commitment to climate and environmental issues, and understand the importance of communicating in a way that resonates with different audiences. A deep scientific and social knowledge is not a prerequisite for the role, but a willingness and ability to learn more and develop this understanding is vital. 

  • Be competent at putting strategy into practice, tracking KPIs and problem solving to find ways to adapt to changing situations 

  • Have experience in creating and implementing effective processes and communicating them via written guidance and training. 

  • Work well within a team setting and have excellent communication skills. Appreciate diverse views and be able to discuss and agree ways forward, with a strong focus on collaboration and the willingness to compromise. 

  • Have basic IT skills, for example including basic office (Word, Excel, PowerPoint), and experience with / ability to learn Slack, Google Mail, Google Drive / G-suite and Canva (note that we can help you learn these specific applications as long as you are generally IT-literate). 


Practicalities:


  • This role reports to the Operations Lead  of Zero Carbon Guildford

  • We envisage this role to be 4 days a week, including 1 evening meeting a fortnight, and may include some weekend working. However, we are keen to see the best candidates available, and so if you have differing requirements of hours, please don't hesitate to get in touch. 

  • Based in the ZERO building in the centre of Guildford with some local travel for which expenses can be claimed.    

  • Annual salary of up to £30,000 full time equivalent depending on experience (at 4 days a week, this would come to £24,000 per annum)

  • This is a permanent post, depending on the charity circumstances and funding.

  • 25 days holiday + bank holidays (pro rata for part time) and statutory pension provision


How to apply:


Please submit your applications via email to chair@zerocarbonguildford.org by 12 midday on the 26th May 2024. 


Please include a CV and a cover letter, explaining why you would like to join our team, and what you think you can bring to the Charity within this role. Your application will not be considered unless you provide us with a cover letter. 


Applications will be reviewed, and shortlisted applicants will be asked to attend an interview during the first two weeks of June. Note that because your interviewers will be mostly volunteers, your interview may need to be in an evening or on a weekend day.


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