Office Manager

Location: The Lyttleton Well Cafe, Church Street, Great Malvern

Position Type: Paid 35 hours per week

Salary: £26-28,000 p.a. depending on experience plus generous pension contribution

Job Purpose:

Plan and undertake all administrative and financial functions concerning the smooth running of Lyttelton Well in support of its charitable objects, coordinating with other managers.

Support and help develop the Christian ethos and mission of the Christian venture and charity known as Lyttelton Well.

Reporting to the Board of Trustees or to a line manager designated by the Trustees.

Requirement to be a Christian as a GOR under the Equality Act 2010 having an active and outworking Christian faith. 

Organisation context:

  1. Lyttelton Well is a well-established Christian charity situated on the high street in centre of the beautiful town of Great Malvern. (See Appendices for our Objectives and Ethos statement.)
  2. It was founded in 1993 as an inter-church initiative, and continues to enjoy the support of a range of local churches.
  3. It fulfils its purpose through running a Christian Bookshop, through the services of a highly respected Counselling Service, through room hire, through participation in a local Food Bank and through the Lyttelton Well Café, which combines providing simple high-quality refreshment in a pleasant environment with opportunity for pastoral input when appropriate.
  4. The Management structure reflects these different roles, and the Management Team is comprised of the Café Manager, the Head of Counselling and Office Manager.
  5. Other roles are taken by a range of paid staff, and by many volunteers, who play a vital role in the charity and maintain the great sense of involvement of the local community.

Responsibilities:

  1. Finance and Administration:
    1. All financial matters including development of accounting systems, managing accounting records, banking, invoicing production and follow-up, production of timely sales and management reports, liaising with outsourced accounting provider
    1. Completion of all statutory returns and filings
    1. Maintaining insurance and legal requirements
    1. Ordering & supplier management, processing invoices and managing office budgets
    1. Dealing with correspondence, complaints and queries
    1. Ensuring that health and safety policies are up to date
    1. Keeping personnel and payroll records up to date
    1. DBS and GDPR management
    1. Supporting Trustees and Governance
    1. Liaising with outsourced Payroll provider
    1. Ensuring IT systems maintained
  • Facilities:
    • Managing the letting of Lyttelton Well rooms including promotion of room hire.
    • Overseeing and agreeing contracts and providers for services
    • Ensuring cleaning, maintenance and security of buildings.
    • Ensuring that basic facilities, such as water and heating, are well-maintained and ensuring fire and burglar alarms are tested and maintained. 
    • Ensuring facilities meet government regulations, health and safety and energy efficiency requirements.
  • Bookshop:
    • Liaison with volunteer-led Bookshop management in support of stock ordering and accounting.

Jointly responsible with other managers:

  1. Serving as Duty manager on a rota with other managers, including on-call on Saturdays on a rota basis
  2. Liaison with Foodbank distribution
  3. Ensuring Health and Safety standards are met
  4. Lead daily prayers

Key skills

Essential:

  • Good awareness of financial accounting/bookkeeping
  • Able to produce management and financial reports
  • Solid administrative skills
  • Sound organisational skills
  • Good understanding of the legalities and legislation surrounding the third-sector
  • Good interpersonal and team working skills

Desirable

  • Ability to operate in a multi-tasking environment and handle the unexpected
  • Ability to learn quickly and take on tasks outside own skill set
  • Attention to detail while keeping an eye on the big picture
  • Social media and IT skills

Benefits:

  • Opportunity to make a meaningful impact in the community.
  • Flexible working hours.
  • Access to café perks and special events.
  • A supportive and faith-driven work environment.

How to Apply: Interested candidates should submit a CV and a cover letter detailing their relevant experience and commitment to our mission to Simon Kemp at vacancies@lytteltonwell.co.uk. Applications will be reviewed on a rolling basis until the position is filled.

Lyttleton Well is an equal-opportunity organisation. We encourage individuals of all backgrounds to apply and join us in serving our community with love and dedication.

Volunteer Coordinator

Location: The Lyttleton Well Cafe, Church Street, Great Malvern

Position Type: Paid 20+ hours per week negotiable

Salary: £25.000 – £27.000 for 37.5 hours/week

Pension: Generous pension contribution

Job Purpose:

Plan and undertake all administrative and coordination functions in relation to the smooth running of Lyttelton Well, in coordination with other managers. Support and help develop the Christian ethos and mission of the Christian venture and charity known as Lyttelton Well.

It is a requirement of the post holder to be a Christian as a GOR under the Equality Act 2010 with an active and outworking Christian faith.

Organisation context:

1. Lyttelton Well is a well-established Christian charity located on the high street in the beautiful town of Great Malvern.

2. It was founded in 1993 as an inter-church initiative and continues to enjoy the support of a range of local churches.

3. It fulfils its purpose through running a Christian Bookshop, through the services of a highly respected Counselling Service, room hire, participation in a local Food Bank and through the Lyttelton Well Café, which combines providing simple high-quality refreshments in a pleasant environment with an opportunity for pastoral input when appropriate.

4. The Management structure reflects these different roles, and the Management Team is comprised of the Café Manager, the Head of Counselling, the Office Manager and the Volunteer Coordinator.

5. Other roles are taken by a range of paid staff, and by many volunteers, who play a vital role in the charity and maintain the great sense of involvement of the local community.

Reporting to: Board of Trustees or to a line manager designated by the Trustees.

Position Summary: The Volunteer Coordinator will be responsible for recruiting, training, scheduling and managing volunteers who help run the café, bookshop, and counselling service, all in close cooperation with the other managers. This role is crucial in ensuring that our organisation operates smoothly while upholding the Christian ethos and mission of the Christian venture. The Volunteer Coordinator with empathy for volunteers and an understanding of their needs, will work closely with the Managers to create a welcoming and effective volunteer experience.

Key Responsibilities:

  1. Recruitment and Outreach:
    • Identify and reach out to potential volunteers through community events, church networks, social media, and local organizations.
    • Develop and maintain relationships with local churches, and community groups to encourage volunteer participation.
    • Ensure volunteers are aligned with the vision and purpose of Lyttelton Well.
  2. Training and Orientation:
    • With the support of the Managers, develop and implement a comprehensive training program for new volunteers, including café operations, customer service, safeguarding and health and safety procedures.
    • Conduct regular orientation sessions and ensure that all volunteers are well-informed about the mission, values, and expectations.
  3. Scheduling and Coordination:
    • Create and manage volunteer schedules to ensure adequate coverage during café and counselling hours and special events.
    • Coordinate with the Café Manager and Counselling Manager to address scheduling conflicts and adjust as needed.
  4. Supervision and Support:
    • Provide ongoing support and supervision to volunteers, including resolving any issues that arise and offering guidance as needed.
    • Develop an understanding of and be sympathetic towards the range of learning needs and individual circumstances that a number of the volunteers have.
    • Foster a positive and inclusive volunteer environment, encouraging teamwork and open communication.
    • To seek to identify how volunteers can best serve according to their gifts and skill sets.
    • To act as Duty Manager when required.
  5. Recognition and Feedback:
    • Develop and implement a system for recognizing and appreciating the contributions of volunteers.
    • Help with the production of a regular newsletter to volunteers. 
    • Solicit and act on volunteer feedback to continually improve their experience and address any concerns.
  6. Administrative Duties:
    • Maintain accurate records of volunteer hours, roles, and contact information, ensuring this information adheres to GDPR.
    • Prepare reports on volunteer activities to help departmental heads.
    • Record information, data, and positive stories of volunteers’ experiences that may be relevant to supporting grant funding bids.
  7. Event Planning:
    • Assist in organizing and coordinating special events and outreach programs, including volunteer involvement and logistics.

Qualifications:

  • Strong commitment to the Christian faith and our mission.
  • Previous experience in volunteer management or community outreach is preferred.
  • Excellent organizational, communication, and interpersonal skills.
  • Ability to work effectively with a diverse group of individuals.
  • Experience working with adults with learning needs.
  • Proficiency in basic computer applications (e.g., Microsoft Office, Google Workspace).
  • Ability to handle multiple tasks and work independently with minimal supervision.

Personal Attributes:

  • Passion for serving others, empathy, supporting their wider pastoral needs, and fostering a spirit of community.
  • Positive attitude and willingness to adapt to changing needs.
  • Strong problem-solving skills and the ability to remain calm under pressure.

Benefits:

  • Opportunity to make a meaningful impact in the community.
  • Flexible working hours.
  • Access to café perks and special events.
  • A supportive and faith-driven work environment.

How to Apply: Interested candidates should submit a CV and a cover letter detailing their relevant experience and commitment to our mission to Simon Kemp at vacancies@lytteltonwell.co.uk. Applications will be reviewed on a rolling basis until the position is filled.

Lyttleton Well is an equal-opportunity organisation. We encourage individuals of all backgrounds to apply and join us in serving our community with love and dedication.