New Vacancy: Operations Officer

Job Description

Managing membership and providing operational support for staff and trustees.

The role will include managing the membership database, processing new members and renewals, financial and general administration, operational support for communications and events.

Location: The post will be based in our partner office in Telford, Shropshire, with the opportunity to work some hours from home – or completely home-based for the right candidate.

Main responsibilities:

Membership

• Process membership renewals and donations (including setting up standing orders, direct debits and processing cheques)
• Process and welcome new members
• Manage the mailout of the members magazine twice a year
• Send out thank you letters to donors
• Maintain and update records on the Database (expected to be transferred to CRM system)
• Produce membership reports (payment folios for Treasurer, reports to Trustees etc)
• Support the Fundraising Manager in fundraising and membership recruitment activities

Finance

• Maintain financial records to a level required for management accounts and audit purposes
• Set up payments against approved invoices, payroll and other expenses for authorisation by the Treasurer or another Trustee
• Oversee the annual Gift Aid claim
• Monitor accounts for any unauthorised activity
• Produce financial reports for Trustees.

Operational support

• Gather content, produce and manage the mailing of our monthly eNewsletter, Hawker
• Organise printing and distribution of materials and publications
• Work with the Librarian/Archivist to oversee the BDS archive and handle requests for articles
• Monitor and update BDS social media accounts, signposting enquiries, and supporting the Conservation Outreach Officer
• Assist in updating BDS website content
• Provide admin support for projects, events, meetings and other activities, including logistical support for the Annual and Spring meetings
• Supporting the conservation staff with species mapping and data management, ensuring spreadsheets are updated
• Handle general enquiries to BDS and forward to appropriate staff members or volunteers
• Support other staff and Trustees as required

Person Specification

Essential requirements:

• Well organised, efficient and good attention to detail
• Good communication and interpersonal skills
• Experience of using CRM systems
• Computer literacy/familiar with Office software and an ability to learn to use new software
• Familiarity with using social media such as Facebook, Twitter etc
• An interest in conservation
• Flexible and adaptable
• Good time management skills and ability to work effectively under own supervision

Desirable:

• Experience of similar roles in a charity or membership organisation
• An interest in and knowledge of dragonflies
• Experience of financial administration
• Experience of organising events