Job Description

Job Title:

Office and Administration Manager

Responsible to:

Charity Director

Contract Type:

Permanent, with 6-month initial probationary period

Contract Hours:

37 p/week, covering core office hours as agreed with the Foodbank Director (Flexible/part-time job share considered)

Salary:

15 p/h

Annual Leave:

20 days p/annum

JOB CONTEXT

Newquay Foodbank was established in 2011 as a volunteer-led, emergency food distribution charity tackling food insecurity in our community. Today, it is a vital community asset, operating over three sites with over 100 volunteers, providing emergency food, support and early interventions for local people in crisis and at risk of falling into poverty. As a member of Trussell, we are committed to addressing the root causes of food insecurity and working towards a future where foodbanks are no longer needed.

JOB PURPOSE

To ensure the smooth running of the office and the coordination of systems and administration across the Charity, supporting the Foodbank to deliver high-quality services and advance its mission to alleviate food poverty in Newquay and the surrounding areas.

KEY RESPONSIBILITIES

The post holder will provide a professional, consistent and responsive administrative service and manage the running of key office systems and processes. This includes leading on information management systems and processes; ensuring premises are well-maintained and welcoming; streamlining and developing new processes and procedures; and providing underpinning administrative support across all operational areas, including finance, HR, compliance, volunteer systems, and governance.

Specific responsibilities include:

General Administration

Provide day-to-day administrative support across the range of Charity operations, ensuring tasks are completed in a timely manner and to a high standard

Collate and record data and prepare reports and documentation as required, for example, for audits, funding applications, evaluations or the Board

Organise the production, collation and distribution of internal and external information such as flyers & newsletters

Provide administrative project support to the Director and Operations Manager as required

Monitor and respond to incoming calls, emails and messages promptly and professionally

Provide Board support and meeting administration as requested, for example coordinating agenda's, collating and circulating papers, taking minutes, tracking actions

Maintain the Foodbank's corporate and operational calendar of key dates, including policy reviews, reporting deadlines, annual and one off events and audit cycles etc

Office Systems and Information Management

Maintain and develop internal systems to support efficient data storage, communications, and coordination.

Support staff and volunteers to access and use systems effectively; provide basic training where required

Ensure centralised, secure and logical digital and physical file management to support organisational operations, governance, and funding needs

Identify opportunities to improve admin processes, forms, and workflows to enhance efficiency and accessibility

Maintain documentation and training materials to ensure consistency and compliance in system use

Coordinate staff and volunteer onboarding processes, ensuring all required checks, documentation, and systems updates (e.g. Assemble) are completed efficiently

Office and Facilities Management

Ensure the charity's office and premises are safe, secure, well-maintained, and welcoming for staff, volunteers, and visitors

Arrange for maintenance, repairs and equipment servicing across all sites

Manage contracts with premises-related suppliers (e.g. utilities, refuse, insurance, equipment, cleaning, PAT testing etc), including reviewing suppliers and negotiating for best value and continuity

Monitor and ensure premises-related compliance, including insurance, equipment leases, health and safety, fire safety, and site security protocols

Oversee stock and supplies, ordering resources and equipment as required

Coordinate site, equipment or office related training for staff and volunteers

Compliance, Records and Co-ordination

Support the Director and Operations Manager to ensure legislative and best practice compliance in areas such as Health & Safety, Safeguarding, and HR

Lead the coordination and recording of routine compliance tasks, for example:

- Health and Safety inductions and training for all staff and volunteers

- Risk assessments for all Charity premises and outreach/community venues

- PAT testing for all Charity appliances

Lead on the Disclosure and Barring Service (DBS) checks for the Charity, ensuring all staff and volunteers have up-to-date check at the appropriate level

Provide and coordinate induction and ongoing training for staff and volunteers on Health and Safety policies and practices

Maintain accurate and up-to-date records of staff and volunteers, including absence tracking, DBS checks, onboarding paperwork, and training logs

Support the review and updating of organisational policies (such as Health and Safety and HR) to reflect current legislation and operational best practice; maintain a policy library and ensure timely reviews.

Support GDPR compliance through responsible data handling and storage practices

Coordinate the timely completion and submission of routine returns and reporting required by external agencies such as the Charity Commission or Trussell etc

Finance and Payroll Administration

Support the charity's financial processes through:

- Updating finance spreadsheets and supporting budget monitoring

- Reconciling records with bank statements

- Assisting with preparing figures for reports

Provide administrative support to the Director and Operations manager in relation to the preparation of financial documentation, audit prep, updating budgets etc

Support accurate payroll administration and HMRC compliance

Process staff and volunteer expenses

General Trussell & Newquay Foodbank

Uphold and role-model the values of Newquay Foodbank and act with professionalism, confidentiality and discretion at all times

Comply with the standard policies and procedures of the Trussell and Newquay Foodbank

Attend any training, meetings and development activities as required for the role

Support awareness-raising and fundraising efforts as appropriate

Undertake any other reasonable duties consistent with the purpose and scope of the role, as requested by the Director or Operations Manager.

Job Type: Full-time

Pay: 22,880.00-34,721.11 per year

Benefits:

Company events Company pension Free parking On-site parking Sick pay
Schedule:

Monday to Friday
Experience:

Office management : 2 years (required)
Work Location: In person

Reference ID: Office & Administration Manager
Expected start date: 07/07/2025