Information About the Operations Assistant Post

WREN (Wadebridge Renewable Energy Network) Ltd

Information about the Operations Assistant Post

Dear Applicant,

Thank you for your interest in the post.

You can find out about WREN’s work by going to our website at www.wren.uk.com . You will see that WREN provides a wide range of services to the community.

We will provide induction training for the successful applicant

To apply for the post please send us

·  a full CV (to include education and qualifications, employment history, personal interests)

·  a covering letter showing in detail how your skills, knowledge and experience help you meet each of the duties and responsibilities in the job description and person specification.

·  Please give the names and contact details of two people who can give a reference for you. One of these should be your most recent employer.

·  The closing date for applications is 5 pm, Friday 20th March. Please email your application to or post to the Energy Shop, The Platt Wadebridge.

Hours of work per week - we have flexibility to appoint within the range of 23.5 hours per week up to a maximum of 34 hours per week. Please let us know your preferred number of hours of work per week.

Job Description and Person Specification; Operations Assistant

Job purpose; to provide support (reception, secretarial, clerical, administrative) to WREN’s work

Accountable to; WREN Board via WREN Operations Manager

Key working relationships; Operations Manager, WREN Technical Director, Company Secretary, WREN Finance Director

Salary circa £15k p.a. (FTE) according to experience and qualifications.

Role Duration: 7 month fixed contract. The post may be extended if further funding can be secured

Hours of work: up to 34 hours per week. Flexible but must cover Shop Opening hours, Monday – Friday 11-3. Ability to work 2 Saturdays (11.30 – 1.30) per month would be an advantage

Designated workplace: The Energy Shop, The Platt, Wadebridge.

Responsibilities / duties

1.  Provide a welcoming ‘front of house’ service, in conjunction with WREN’s trained volunteers, to all visitors and phone callers to the Shop

2.  To work alongside volunteers to provide information about WREN services to callers in person or by phone

3.  To be a first point of contact and reference for WREN volunteers, students and interns.

4.  To manage the rota of the volunteers to staff the shop

5.  To communicate with volunteers to ensure that all aspects of the Energy Shop are working smoothly and that volunteers feel included and valued.

6.  To ensure that the shop is kept clean and tidy and rubbish/recycling are being removed

7.  Daily checking the communication books / enquiry forms in the shop to ensure that all enquiries are properly logged and followed up.

8.  To maintain a database recording the relevant detail for all enquiries

9.  To route requests for information to the relevant WREN team members

10.  To coordinate the diaries of the WREN core team, and book appropriate appointments as requested.

11.  Maintain continuity of work operations by documenting and communicating needed actions to core team members

12.  To arrange and coordinate meetings and take minutes where appropriate attending meetings including WREN’s monthly board meetings and Operations Team meetings , taking minutes and keeping notes

13.  devising and maintaining office systems

14.  Maintaining & improving WREN’s filing system (whether physical or electronic)

15.  organising and storing paperwork, documents and computer-based information

16.  Support WREN core team members by research, developing and updating administrative policies, procedures and guidelines

17.  Analysing data when requested and identifying solutions

18.  Ordering and maintaining stationery and equipment

19.  Maintaining an up to date register of Members in accordance with IPS (Industrial and Provident Society) requirements

20.  Maintain an up to date register of Directors in accordance with FCA requirements

21.  Maintaining a Related Parties Register of Directors

22.  Emailing and mailing WREN Members as required

23.  To take minutes of meetings as required (taking minutes, distributing minutes, maintaining archive of minutes)

24.  To word process documents and prepare spreadsheets for the WREN core team

25.  Maintain record of £Wr. movements (Wadebridge local currency) both issued by WREN and returned by retailer. Arrange necessary bank transfers to local retailers.

26.  Maintain a register and account details for all local businesses accepting the Wr. currency

27.  Maintain WREN’s (and Wadebridge Energy Company’s) financial records using SAGE (in accordance with established chart of accounts)

28.  Generate regular finance reports and updates as required by the Operations Manager and the WREN Core Team.

29.  Provide required monthly financial information to WREN’s Finance Director to support his reports to the Board

30.  prepare financial information for the annual accounts / audit , and liaise with Accountant in the preparation of the accounts

31.  preparation of reports and supplying necessary information to WREN’S accountants (Alexander &Co) in a format agreed them.

32.  Bank all cheques and cash received.

33.  Maintain a petty cash system in the Energy Shop

34.  Raise customer invoices as instructed and chase outstanding monies due as requested

35.  Make supplier payments (cheque and internet) ensuring procurement committee approval process has been followed

36.  Maintain payroll records, pay staff in accordance with approval process and make HMRC PAYE / NIC monthly payments as appropriate

37.  Reconcile all bank accounts

38.  Liaise with Banks as necessary

39.  Any other duties as may reasonably be required, commensurate with the grading of the post

Person specification

Essential

Well-developed interpersonal and communication skills, (face to face, telephone, email and letter)

Results oriented and client focused.

Capable of exercising a high degree of delegated responsibility.

Have good organisational, and technical skills relevant to the role with the ability to problem solve, pay attention to detail and deliver work to a high standard and to tight deadlines.

Numerate and literate

Proficient user of IT ; computer literate - able to demonstrate competence in the following applications - word processing, spreadsheets, Sage, databases, file management, e-mail and the internet.

Financial record keeping and report generation using SAGE

Desirable

Interest in and appreciation of Community Energy.