Welfare and Operations Officer Job Description

Full Time, Horley, Surrey

The Greyhound Trust strives for the day when all racing greyhounds retire to loving homes and are treated with compassion and kindness.

Job Role:

The Greyhound Trust Head Office is offering a fantastic opportunity for a talented individual to join us as our Welfare and Operations Officer. The Head Office team is busy, with high expectations of all our team members. Reporting to the Welfare and Operations Manager, you will be a key member of the operations team, as such must be proactive and always prepared to go the extra mile.

Key Responsibilities:

  1. Support of all Greyhound Trust branch homing activities by responding to and assisting with branch homing queries, escalating these to the Welfare and Operations Manager when necessary
  2. Fully supporting the Welfare and Operations Manager to ensure smooth branch operations and advances in welfare and operational policy
  3. Managing the central waiting list of greyhounds needing space at a branch, liaising with branches and other ADCH member organisations about spaces and arranging transport if appropriate
  4. Providing training and support to branches on Anilog (our database) assisting with the rollout to branches not yet on Anilog
  5. Supporting the Welfare and Operations Manager with implementing branch improvements such as build projects and grant applications
  6. Assisting the Welfare and Operations Manager is developing standard operating protocols of the branches, responsibility for disseminating these and supporting branches to achieve them
  7. First contact for public homing and welfare enquiries via telephone and welfare inbox, escalating to Welfare and Operations Manager when necessary.

Detailed (non exhaustive) example of responsibilities:

 Homing support - Processing of all homing forms for those branches not yet active on Anilog database. Processing of transfer forms for dogs moving into Greyhound Trust care, adding them to Anilog. Transferring dogs out to other organisations

This activity to include the following support:

  • Log homing donations and forward to Finance Department
  • Ordering of greyhound equipment (collars, leads, muzzles, house collars, etc)
  • Ordering of flea/worm treatment
  • Issuing of standard Vet Codes (neutering, boosters, etc) * Processing of all veterinary invoices (apart from Hardship Fund) for payment up to £500
  • Processing branch literature requests Monitoring literature stock levels and escalating need to order when necessary
  • Identifying greyhound details (GBGB database, English Studbook, Irish Studbook)
  • Updating microchip details online as needed

 Responding to general enquiries regarding greyhounds as pets, homing and greyhound welfare from members of the public, including identification requests from other charities

 Administrative support to Welfare and Operations Manager (branch intake, communication with branches, hardship application details, etc)

 Recording of monthly greyhound homing statistics for reporting to Welfare and Operations Manager and Veterinary and Welfare Committee

 Monthly reporting of earmarked dogs coming into Greyhound Trust care to GBGB

 Answering telephone calls, directing to the relevant team member

 Supporting other staff during holidays, sickness, busy periods – opening the post, processing courier parcels, purchasing office supplies etc

 Representing the Trust by attending and assisting with fundraising and awareness events.

 Other reasonable tasks as directed by the Welfare and Operations Manager

Skills and experience we need from you:

 Proven IT skills with various software packages including Word, Excel and basic database use

 Self starter with experience in a similar role, working within a busy environment

 Highly motivated and organised, with excellent attention to detail

 Professional, proactive, positive and enthusiastic, with a strong work ethic and “can do” attitude

 Able to exhibit excellent discretion and adhere to professional standards and confidentiality

 Capable of handling stressful situations while maintaining a positive demeanor

 Committed to delivering high standards of customer service and be a genuine team player

The ideal candidate would have empathy and enthusiasm for the objectives of the Greyhound Trust. Knowledge of dogs, in particular greyhounds is desirable and experience of the charity sector in either a voluntary or employed capacity would be desirable. This post and its role requirement will develop with the needs of the charity.