Administration & Operations Manger

The Administration & Operations Manager is responsible for the day-to-day management and administration of The Poultry Club’s activities, including its financial processes and membership renewals. Co-ordinating activity throughout multiple interdependent areas, the post-holder will work with trustees, members and stakeholders to support delivery of the organisation’s charitable objects and member services. Oversight of volunteer activity and co-ordination of trustee activity will also be required in a highly time sensitive environment.

Areas of Responsibility:

1. Financial management, Administration & planning: Administer The Poultry Club’s book-keeping and financial transactions on a day-to-day basis. Work with the Finance Committee to produce budget projections and financial reports. Liaise with the charity’s essential service providers (accountants, banks and other advisors) to process the annual accounts.
2. Membership & people: Manage The Poultry Club’ s membership system to ensure successful delivery of its products and services. Process membership applications, renewals and award schemes. Liaise with appropriate trustees and produce membership reports as required.
3. Poultry & egg shows & affiliated societies: Responsible for the administration of the National Championship Poultry & Egg Show (including attending for approximately four days including set-up & delivery) and other designated events. Administer the PC affiliation process for poultry shows and breed clubs, ensuring timely delivery of appropriate products & services.
4. Communications & engagement: Co-ordinate the delivery of key communications to members, prospects, other stakeholders and customers. This includes the yearbook, newsletters, annual report and AGM documentation. Respond to and redirect incoming communications as required. Proactively monitor and support social media channels and website updates. Coordinate a team of volunteers to extend the charity’s outreach.  
5. Statutory & governance: Administer and service trustee board meetings and relevant regulatory requirements. Work with appropriate trustees to ensure The Poultry Club meets its statutory obligations and reporting as a registered charity. Administer governance processes such as trustee elections and charity commission returns. Maintain a register and review the schedule of policies and procedures, operating systems and risk register. Act as secretariat for board meetings and AGM.  

Essential Requirements

Experience & knowledge:

• Good working knowledge of organisational financial administration and processing, including preparation of annual accounts, budget and regular reports – ideally using Sage.
• Experience of producing reports, agendas, minutes and other procedural and/or policy documentation for meetings with volunteers and relevant external stakeholders.
• Demonstrable experience of administrative provision to a national club, society or charitable organisation with a membership structure.
• Involvement in mass communications to stakeholder groups – ideally through Mailchimp.

Skills & Abilities:

• Well-organised, self-motivated and able to work effectively on own initiative with minimum direction or supervision, from a remote (home-based) location.
• Excellent communication skills (written, telephone, in-person) with the ability and drive to always support the charity’s members, suppliers, sponsors and trustees.
• Outstanding time management and problem-solving skills to support the wider team.
• Good computer and IT skills and competent user of Microsoft Office (Word, Excel, Outlook).
• Resourceful self-starter that is proactive and adaptable and will ensure best-in-class service delivery over a range of products and services with both internal and external stakeholders. 

Desirable Requirements:

Experience:

• Production of annual accounts using Sage, or other recognized software.  
• Demonstrable experience of voluntary sector organizational management from within an organisation that is accountable to a register or regulatory body within the UK. 
• Provision of an annual communications cycle, and / or membership lifecycle.
• Servicing member applications and renewals, affiliations, orders and requirements in-line with agreed policies and / or organisational constitution.
• Experience of liaison with the Charity Commission for England and Wales.

Skills & Knowledge:

• Some understanding of data protection and GDPR obligations in the voluntary sector.
• Flexibility and emotional intelligence to support diverse membership and stakeholder groups.  
• Some knowledge of UK poultry breeds, clubs and societies would be an advantage.
• Driving license and use of own vehicle.

ADDITIONAL INFORMATION

• Travel, subsistence and accommodation costs for agreed work-related activity covered and reasonable out-of-pocket expenses reimbursed in line with The Poultry Club’s policies.
• Office equipment supplied (mobile phone, computer, printer, postal franking machine, etc).
• Internet costs, subject to agreement.
• Four weeks (21 hours per week) annual leave plus relevant public holidays (pro rata).