Job Description

This job description outlines the main duties and responsibilities of the role. It is not intended to be an exhaustive list, and the post holder may be required to undertake other duties that are reasonably consistent with the role and the needs of the charity.

Job Title: Christmas Project Assistant

Reports to: Operations Manager

Salary: £13.45 p/h

Your normal hours of work are 37.5 hours per week. The following conditions apply to your hours:

1. Working hours are 9:30am to 5pm.

2. You will be working Monday-Friday. However, on occasion you may be asked to instead work evenings and weekends if required by the needs of the charity.

3. This is a fixed-term contract from $2 4 ^ { \mathrm { t h } }$ September 2026 until $2 4 ^ { \mathrm { t h } }$ December 2026.

4. Due to the seasonal nature of the role and the demands of our Christmas Project, annual leave during November and December will only be approved in exceptional circumstances.

Purpose of the role:

The Cowshed's Christmas Project is our largest annual project, providing Christmas gifts and festive support to around 3,000 children across Berkshire each year. Working in partnership with referral professionals, businesses and over 400 volunteers, we collect, organise and distribute thousands of gifts to families experiencing financial hardship, helping to ensure every child has something to open on Christmas Day.

The purpose of this role is to support the planning, coordination and day-to-day delivery of the Christmas Project by providing administrative, logistical and operational support. Working closely with the Operations Manager, Fundraising Team and volunteers, the post holder will help ensure the project runs smoothly while providing an exceptional experience for the families, volunteers and supporters who make the project possible.

PRINCIPAL ACCOUNTABILITIES:

Supporting the administration and day-to-day coordination of the Christmas Project, including but not limited to:

a) Processing Christmas referrals, maintaining accurate database records and checking for duplicate referrals.

b) Liaising with clients and referral partners to answer queries, obtain information and coordinate Christmas support.

c) Preparing delivery schedules, collection appointments, picking sheets and other project administration.

d) Supporting the Operations Manager by monitoring project progress and helping to ensure key deadlines are met.

e) Responding promptly and professionally to Christmas Project emails and telephone enquiries.

Supporting the preparation, organisation and management of Christmas gifts, including but not limited to:

a) Sorting, organising, storing and displaying donated toys and gifts.

b) Carrying out simple quality and safety checks to ensure all gifts are suitable for distribution.

c) Monitoring gift stock levels, identifying shortages across age groups and helping to coordinate additional donations where required.

d) Maintaining high standards of presentation.

e) Supporting the set-up, maintenance and day-to-day operation of the Christmas Grotto.

Supporting volunteer and corporate engagement, including but not limited to:

a) Coordinating volunteer sign-ups and daily volunteer activities.

b) Welcoming, supervising and supporting volunteers throughout the Christmas Project, ensuring they have the information, resources and guidance they need.

c) Liaising with volunteer drivers regarding deliveries and collections.

d) Supporting corporate volunteering days alongside the Fundraising Team.

e) Assisting with the organisation of Giving Trees and corporate gift donation programmes.

f) Helping to create a positive, inclusive and enjoyable volunteering experience for all volunteers and visitors.

Maintaining a clean, safe and welcoming working environment by carrying out routine housekeeping duties, including keeping the Christmas wrapping area and project spaces organised, ensuring communal areas and the kitchen are clean and tidy, replenishing refreshments for staff, volunteers and visitors, and maintaining high standards throughout the Christmas Project.

Maintaining confidentiality and handling sensitive personal information in accordance with GDPR, safeguarding requirements and the charity's policies and procedures.

Undertaking any other duties reasonably required to support the successful delivery of the Christmas Project.

SKILLS:

Focused on customer service and committed to achieving consistently high standards.

• Effective when working independently and as part of a team.

Excellent communication skills (in person, on the phone and in writing) and forms good working relationships.

Personal organisation and time management skills (able to manage a significant number of concurrent tasks and priorities).

• Shows flexibility, initiative and a positive, can-do approach.

• Planning, organisational and administrative skills.

Personal organisation and time management skills (able to manage a significant number of concurrent tasks and objectives).

Competent in Microsoft Office (Outlook, Word and Excel) and confident in learning and using databases.

Competent in using Mailchimp, Canva and social media platforms, or willing to learn quickly.

PERSON SPECIFICATION:

Excellent attention to detail.

Able to communicate sensitively with people from a wide range of backgrounds.

Able to maintain confidentiality and handle sensitive information appropriately.

Kind, non-judgemental, and compassionate attitude.

Displays professionalism and confidence.

Calm under pressure.

Demonstrates drive and determination; hard-working and positive with a ‘can do’ approach; likes challenges.

Full driving licence.

This role involves regular manual handling, including lifting and moving donations and stock. Reasonable adjustments will be considered where appropriate in accordance with the Equality Act 2010.