Executive Administrator - Kidlington, United Kingdom - Cherwell Collective, CIC

Cherwell Collective, CIC
Cherwell Collective, CIC
Verified Company
Kidlington, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Executive Admin, Cherwell Collective
Supports Cherwell Collective Groups

Reports to Cherwell Collective Managing Director, Emily Connally

Part time:
£12 per hour, up to 20 hours per week


Application

OVERVIEW
Facilitates general Cherwell Collective administration including; supporting volunteer

recruitment and management, bookkeeping, record keeping, communications,

coordinating/advertising events, liaising with the public and file keeping, sales and

exhibits at the new WISH building.

Responsibilities and duties


  • On site (10 hours)
a. CCCIC

ii. Financial bookkeeping including creating bills and invoices, cash logs

iii. Recruiting volunteers

iv


Communications:

  • Schedules changes to volunteers and staff
  • Coordinating public and school holiday events
  • Coordinate with the evaluation team to record feedback
  • Inform the public of our services and offerings via social media
  • Seek sponsors and donations for events.
  • Reminding staff about meetings, timesheets, events, and
deliverables/ record keeping

v. Liaise with fundraising staff and/or reach out to local businesses as

needed

vi. Represent Cherwell Collective at public events, or activities involving the

media)

b. Compliance (1⁄2 day per week)

i. Coordinate staff and volunteer trainings across partners including carbon

literacy and evaluation framework support

ii. Cross check events weekly with deliverables monitoring to be sure that

records are entered in a timely fashion and are accurate for report writers

iii. Conduct performance reviews of external staff/partners

iv. May independently audit partners to be sure deliverables are met

v. Support evaluation team in assessing effectiveness of training and post

training support to measure impact

c. Climatarian Kitchen

i. Oversee catering bookings including staff rota and comms

ii.

Food for the Planet/ Carbon Cost campaign:
(1 hour per week)


  • Contacting restaurants and colleges
  • Cookbook publication support / photos
d. Cherwell Larder

i. Printing forms, signs, menus as needed for regular operations


  • Remote work (up to 5 hours)
a. Social media content generation and posts to support recruitment

b. WISH

i. Create and maintain calendars for WISH activities including expansion

plan, partnership meetings, and public calendars (liaise with Marketing)

ii. Coordinate role out of Good Waste Charter and mapping of waste stream

usage through data entry, making calls, or travelling to engage with

businesses as needed


Infrequent additional duties:
a. Supporting on site for major events including Big Lunch at Christmas, No Waste

Noel (December 2nd), Clothing Swaps, etc (up to 5 hours a week). You may be

asked to work on some weekends up to 4 times a year.

b. Facilitate Winter Warmers program (if desired, 5 hours per week in November)

i. Make sure all items sent have heating, dish/useby, and ingredient labels

ii. Liaise with rota volunteer to be sure we have enough volunteers for

weekly distribution

iii. Regularly check spreadsheet for new sign ups

iv. Keep track of what is sent to each household each week and any changes

v. Take photos of distributions

vi. Call users during middle of service to get feedback about our services and

to do an additional wellness check

c. Attending partnership events off site with Emily as needed to support WISH

expansion

Essential Skills

Proficiency in Google Suite (sheets, forms, docs, gmail, etc) or Microsoft equivalent

Willingness to further train as needed (skills, software, and regulations)

Ability to work independently as well as with others.

Organized, good problem solving and time management skills, good oral and written

communication skills.

Confidence in facing public and dealing professionally with complaints/needs

Desired Qualities

Previous team management experience

Understanding of confidentiality laws and GDPR guidelines.

Experience with Canva

Food hygiene and safety training level II or above


MILESTONES

10 days:
Kitchen Rota

We need to support scheduling for any and all upcoming events through December. We need to

identify how many people need to be recruited, and what the costs of that will be to seek funds

to support our planned activities.


30 days:
International Repair Day

Assist Waste Innovation Station as needed for our upcoming International repair day including

helping advertise our own.

WISH Launch

We will be opening our building sometime in October with a cocktail party and need to tie up a

few loose ends to make that happen.


60 days:
Carbon Cost Campaign

We will be running a "Carbon Cost" week in January with local businesses asking them to carbon

price their menus as we do. This will involve coordination by many team members and may

require volunteers, organisation of "socials" at restaurants participating, social media blitzes, and

media appearances. We have a list of contacts, etc that need to be made in advance that make

that possible.

Chr
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