Office Coordinator
Thank you for your interest in the exciting role of Office Coordinator for the Community Foundation for Calderdale (CFfC).
2022/23 is a key financial year for us, having last year celebrated our 30th anniversary. Over the last 30 years we have distributed over £30m to charities and community groups in Calderdale. Despite our considerable achievements, we are more ambitious than ever, as there is still a huge amount to do to tackle inequality and hardship within the Borough. This role of Office Coordinator is a key part of our future strategy in professionalising the office environment and realising a desire to move towards a paperless environment.
CFfC is highly respected by the business, statutory and third sectors in Calderdale. A key role for us is helping to shape positive change locally. We are at the forefront of research into what is most needed to improve the lives of Calderdale residents and ensuring grants are distributed to those best placed to make a positive impact. We have first-hand experience of local issues and the work of community groups and charities that are helping to provide innovative solutions to tackle them.
Our very strong links with private individuals and the business sector have enabled us to generate significant income to support our community investment programme, which has directly and positively impacted on 1000s of lives in Calderdale.
About Community Foundations
Community Foundations make a difference by bringing together local philanthropists with dynamic local organisations who need funding and other resources.
Founded in the heart of local communities, each Community Foundation is unique, identifying local needs and mobilising local resources. We work with donors, large and small to make sure their gift has the greatest impact. This distinctive and personalised approach to philanthropy means many different kinds of donors use Community Foundations to manage their funds, including individuals, companies, charitable trusts and Government agencies.
The Community Foundation movement started in Ohio, USA, in 1914 and was based on the concept of ‘local help for local need’. Today there are 1,440 independent Community Foundations in over 50 countries across the globe. The first Community Foundation in the UK was established in 1975 and there are now 47 independent UK foundations. UK Community Foundations (UKCF) is the national network linking, promoting, and supporting Community Foundations throughout England, Northern Ireland, Scotland, and Wales.
About Community Foundation for Calderdale
Established in 1991, our goal is to create a healthier, happier Calderdale where hardship and inequality are things of the past and where grassroots projects can blossom. We connect people who care with local causes that matter. We form partnerships between community groups that are making a difference and the people who wish to invest in a better future for our Borough.
CFfC currently focuses on providing grants, and more recently loans and grants/loans, to groups operating across Calderdale, prioritising specific geographic locations such as Rastrick and Todmorden and priority themes of homelessness, poverty, community cohesion, health, and wellbeing & climate emergency – the 5 key priorities for 2022/23.
We work closely with public sector bodies such as Calderdale Council and the Clinical Commissioning Group (CCG) and play a key role in helping to shape change locally; understand the Borough’s needs; focus on areas of most disadvantage; have first-hand experience of local issues and the work of community groups and charities that are helping to provide innovative solutions to tackle them.
Future grant making will be targeted using locally gathered data including the Indices of Multiple Deprivation (IMD) and the Joint Strategic Needs Assessment (JSNA) which funnels numerous sources of Calderdale data across 10 core themes:
- Work 2. Fairness 3. Housing and Homelessness 4. Safety 5. Learning 6. Arts and Culture 7. Strong Communities 8. Environment 9. Healthy Living 10. Local economy
The data for the core themes is then analysed, interpreted and published. This data gathering combined with a community consultation and our local knowledge will enable us to specifically target grants to areas and themes most in need of investment.
We are a registered charity and company limited by guarantee with a board of 11 trustees/directors. We have approximately £13m invested in endowment and, each year, we distribute c. £1.5m of grants through a range of programmes. We are ranked in the top 10 of UK Community Foundations in relation to the size of our endowed funds per capita (£62 per head of population).
We currently have a team of nine, two fulltime and seven part-time employees (6.5fte). We are in the process of recruiting a full-time marketing officer which would take the team to 7.5fte.
The closing date for applications is Friday 24 June. Interviews will be held week commencing 4 July.
To submit an application for this job, please send your CV and a covering letter (no more than 2 sides of A4) stating why you think you would be ideal for the position, based on the job description detailed below. Please send this to Steve@cffc.co.uk.
JOB DESCRIPTION: OFFICE CO-ORDINATOR
SALARY: £18,489 FTE (£11,093.40)*
HOURS OF WORK: 21 HOURS (3 DAYS, FLEXIBLE)
RESPONSIBLE TO: CEO
*The Salary is subject to an annual incremental increase IRO of 3%
ROLE OVERVIEW
Provide administrative, operational, and secretarial support to the Foundation.
The role includes leading on HR and the management of volunteers, supporting the Chief Executive Officer, servicing the AGM and minute taking for quarterly board meetings and sub committees, and assisting with the Foundation membership scheme
MAIN DUTIES AND RESPONSIBILITIES
Demonstrate personal responsibility and accountability for the performance of the Foundation in relation to the Business Plan, strategy and targets.
1. HR
Leading on HR: Assist the CEO with recruitment of staff; carry out induction on commencing employment, create personal records and keep all staff records up to date with any changes, training, sick leave, etc.
Maintaining the Foundation’s HR online and internal records; staff holidays; toil/flexi time; sickness; working with volunteers; new starters; keeping internal calendar/wall planner up to date with staff holidays/toil and flexi time.
2. Office Admin & Support
Deal with all incoming/outgoing post. Produce letters, reports and various other documentation when requested or as necessary; photocopying/scanning documents; archiving; telephone enquiries; organise the signing/sending of birthday cards; flowers; presents as required.
Monitor and maintain stock levels and order stock as required.
Support volunteers with maintaining telephone cover, directing and responding to calls appropriately and dealing with incoming/outgoing post and any other duties they may be asked to undertake.
3. Committees and Facilitate Events
Service Committee Meetings as required and assist in the preparation of papers and produce minutes (Quarterly for the Board/Finance/Development Committees).
4. Properties
Dealing with maintenance issues at Friends Meeting House (as required) and annual car parking passes. Undertake any other matters relating to this property.
5. Database
Work with the Marketing Manager in maintaining the membership information database and assist the admin team with the maintenance of other databases as required.
6. Filing and Filing Systems
Filing of all documents for the Chief Executive Officer and general filing system maintenance. Also, ensuring the basement storage facility is tidy and adheres to Health & Safety regulations with regards to access to the Fire Exits.
GDPR: to assist with destroying files, information as required and cleanse D2 where appropriate.
7. Appointments
As part of the administration team, occasionally make appointments and book travel/accommodation for the Chief Executive Officer, if required.
8. General and Domestic
Assist with visitors to the Foundation ensuring they are looked after in the reception area.
Adhere and contribute to the health and safety requirements of the organisation.
Ensure we have adequate First Aid cover within the office and arrange training for staff as required.
Contribute to ensuring the orderliness and professional appearance of the office environment including ensuring office/cleaning provisions are replenished when required. Dealing with the removal/recycling of general waste/paper, etc.
To provide absence cover as appropriate including assisting the Grants Team with the process/administering of applications as and when required.
Undertake continued professional development with regards to the needs of the organisation.
To undertake such other duties, which the Community Foundation may from time to time require.