Operations Manager (Charity), Herts -PT 4 days a week, school hours

Hertfordshire | Office-based
Monday–Thursday, 9am–4pm | 28 hours per week
£25,600–£30,400 depending on experience (£32,000–£38,000 FTE)
Permanent, part-time

Our client is a growing charity looking for a hands-on Operations Manager to play a central role in keeping its Hertfordshire hub and day-to-day operations running smoothly.

This is a varied role for someone who enjoys being at the heart of an organisation and making things happen. You’ll oversee stock, orders and distribution, manage suppliers and budgets, support a growing volunteer community and help plan and deliver corporate volunteering and packing events.

There’s also a small communications element to the role, supporting donor and volunteer engagement through newsletters, email and social content. You don’t need to be a communications specialist or have previous Mailchimp experience, but you should be comfortable writing clearly, using digital tools and learning new systems.

The working pattern

The charity’s hub is open Monday to Thursday, so these are the four working days. Standard hours are 9am–4pm, although there may be some flexibility around start and finish times for the right person.

This is an office-based, hands-on role rather than a hybrid position. You’ll also attend occasional corporate volunteering events in London, currently around 1–3 per month. These take place during normal working hours.

You’ll need to be a driver with your own car.

Hub & stock operations

• Keep the Hertfordshire Hub organised, safe and running efficiently
• Manage stock levels, ordering and inventory control with CRM
• Manage orders from distribution partners from receipt through to delivery within the expected time frame
• Oversee procurement, always looking for the most cost-effective option without compromising quality
• Maintain or improve cost per case budget with target set by CEO per quarte
• Deal with delivery and process issues through to a satisfactory resolution
• Look for and implement ways to improve operational processes

This is a genuinely hands-on environment. Stock regularly needs to be moved between different areas of the hub and deliveries and pallets are unloaded by hand. Trolleys and equipment are available to help, but you’ll need to be physically comfortable with this aspect of the role.

Suppliers & budgets

• Manage relationships with suppliers and couriers
• Work to budgets set by the CEO
• Flag cost pressures or savings opportunities to the CEO as they arise

Volunteer management

• Act as the main point of contact for community volunteers and Community Engagement Lead Volunteer
• Onboard volunteers in line with charity policy, including checks and inductions
• Maintain accurate logs of volunteer details and hours, keeping track of number new volunteers per month
• Manage the volunteer sign-up platform (e.g. Cal.eu)
• Grow and support the volunteer community
• Attend school and local business events to recruit new volunteers

Corporate & partner events

• Plan, prepare for and lead corporate volunteering and packing events from enquiry through to delivery on the day
• Coordinate event logistics, Hub readiness, activities and volunteer support
• Develop, build & nurture relationships with distribution and community partners, including regular check-ins
• Collect success stories and impact feedback from distribution partners and volunteers

Communications & Content

• Design and send the monthly donor newsletter, themed each month with CEO input
• Send ad hoc requests and information through MailChimp to encourage donations or engagement for campaigns or specific asks
• Capture content with volunteers and at events for social media
• Write clear, engaging updates for donors, partners and volunteers
• Compliance & safeguarding
• Maintain enhanced DBS, first aid and safeguarding certificates for Hub volunteers and staff
• Track board DBS and safeguarding certificate renewal dates, sending reminders to the CEO for follow-up with the board
• Ensure day-to-day Hub operations meet data protection and charity regulatory requirements#

Previous Mailchimp experience isn’t essential and training can be provided. What’s more important is that you’re confident using technology, willing to learn and able to communicate clearly.

What you’ll bring

You’ll be practical, organised and confident, with the energy to thrive in a busy, hands-on environment. The role requires you to be comfortable lifting and moving stock, managing detailed operational processes and juggling competing priorities.

You’ll be a strong communicator, building relationships with volunteers and partners, and writing clear, engaging content.

Above all, you’ll bring excellent people skills, attention to detail and the confidence to take ownership and get things done.

What success could look like

The cost per case currently stands at £37.82. Success will be measured by a sustained reduction of at least £1 per year, achieved without compromising the quality or consistency of what is provided.

The stock CRM will be accurate and maintained diligently, so that orders can be fulfilled in a time-efficient manner and restocking can be managed effectively.

Supplier and budget management will be reliable and well controlled: spend will track against budget, and cost-saving opportunities will be identified and acted upon rather than simply noted.

The volunteer community will show clear and sustained growth, with at least five new volunteers recruited per quarter. Retention will improve through relationship building and regular invitation, encouraging volunteers to continue beyond their initial shifts.

Corporate and partner events will be delivered to a high standard, with partner satisfaction maintained at 80% or above, as measured by a post-event feedback survey. Feedback will be acted upon where appropriate or necessary, as agreed with the CEO.

Communications performance will be reflected in the newsletter and email metrics: open rates will remain at or above the level currently held across campaigns and monthly delivery, and the mailing list will continue to grow through the website, email signature and social media sign-up.

Compliance will be maintained without exception, with DBS and safeguarding certification kept current at all times.

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