Job Title: Volunteer & Office Manager
Location: SWAN Women’s Centre – Litherland, Liverpool
Hours: 30 hours per week, 5 Days per week, between 9 am – 8 pm (flexible working pattern)
Salary: £27,000 per annum, pro rata, (F/T is 35 hours)
Reporting to: Fundraising Manager
Closing date for applications is midnight 7th April 2025
SWAN Women’s Centre is a mental health and wellbeing charity for women and girls in the Sefton/Liverpool area. The charity is open 5 days per week, Monday and Wednesday until 8pm and Tuesday until 7pm. We close at 4pm on Thursday and 3pm on Friday.
We have 10 employees and over 80 volunteers, not all of whom are office based. While this role includes the co-ordination of all volunteers, most of your responsibility is focused on supporting Volunteer Receptionists, volunteer group facilitators and Trustees (approximately 25 volunteers). You will not be responsible for either Trainee Counsellors or Befriending Volunteers (these services have their own co-ordinators).
Job Purpose:
This role combines volunteer coordination with an office management role, ensuring the charity runs smoothly and effectively. The post-holder will recruit, train, and support volunteers while also managing office operations, HR processes, and administrative support.
Key Responsibilities:
- Volunteer Coordination:
Manage Reception and Group Facilitator Volunteers
Develop and implement a volunteer recruitment strategy.
Promote volunteer opportunities and manage applications.
Provide induction, training, and ongoing support to volunteers.
Maintain volunteer records, including DBS checks and training logs.
Manage payment of volunteer expenses.
Organise volunteer appreciation initiatives and engagement activities.
Build relationships with local organisations to encourage volunteer involvement.
Office Management & Administration:
Manage the Reception area, as required.
Oversee office systems, supplies, and facilities.
Ensure smooth administrative processes, including record-keeping and GDPR compliance.
Manage office correspondence and general inquiries.
Manage Holistic Therapists process.
Manage room hire meetings.
Assist with financial administration, including invoices and budget tracking.
Support health and safety compliance within the building.
HR & Team Support:
Assist in staff and volunteer recruitment, on-boarding, and record-keeping.
Maintain HR policies and ensure staff and volunteers comply with regulations.
Organise meetings, take minutes, and distribute relevant documentation.
Act as a key point of contact for clients and external agencies.
Person Specification:
Essential:
Experience in volunteer coordination, office management, or administration.
Strong organisational, communication, and multitasking skills.
Ability to work independently and as part of a team.
Proficiency in Microsoft Office and office management software.
Understanding of safeguarding, confidentiality, and GDPR.
Passion for supporting women’s mental health.
Positive/ can do attitude.
Desirable:
Experience in the charity sector.
Experience of website support.
Knowledge of HR or financial administration.
Familiarity with volunteer recruitment platforms.
Additional Information:
Working hours: 30 hours per week, scheduled between 9 AM – 8 PM, over 5 days depending on charity needs. Some evening work will be required.
Flexible working arrangements may be considered.
25 Days annual leave plus Bank Holidays
Day off for your Birthday
Supportive Working environment
Committed to continual professional development
Please submit your CV and a cover letter outlining your suitability for the role to Karen Christie – Chief Executive Email: [email protected].
If you wish to discuss this role, please feel free to contact Karen Christie, CEO either via email on [email protected] or ring 07804 894241
