Vacancies

Operations Apprentice

Share

About

Description

Qualification:  Business Administration Level 3 Contract Length: 18 months Hours: 37.5h pw, inclusive of 7.5 hours (one day) study time. Some evenings to support YCF meetings and events. Salary: London Living Wage

Role Outline
YCF is pleased to offer this development apprenticeship opportunity, exclusively for Camden residents.

This apprenticeship is a great opportunity for someone with enthusiasm and motivation who wants to begin or continue building a strong foundation for their career. You’ll gain valuable experience in a supportive professional environment while contributing to work that helps improve opportunities for children and young people across Camden, via the sector that’s supports them.
As part of a small team with a big mission, you’ll play an important supporting role across many areas of YCF’s work. You’ll have the chance to learn, develop new skills, and gain insight into how a charity operates, while supporting the CEO and colleagues and contributing to projects that make a real difference locally, in a small team. You will be supported by senior colleagues and a senior line manager to develop in your 18 months with us.

We’re not looking for someone who has everything figured out or who already has lots of experience. Instead, we’re looking for someone who is curious, reliable, and willing to learn in a busy and dynamic working environment. If you’re ready to listen, ask questions, take on feedback, and work towards shared goals, we’d love to hear from you.

Duties

Responsibilities The role of Operations Apprentice is integral to YCF’s work. The below list of responsibilities is indicative of the responsibilities of this role, but the list is not exhaustive. Finance AdministrationYou’ll support the smooth running of YCF’s financial processes by helping to record invoices and expenses, keep financial records organised, and flag any issues when they arise. You’ll work closely with colleagues to help ensure our financial processes run efficiently and accurately.

• Support YCF’s day-to-day finance processes by recording, coding and processing invoices and expenses using QuickBooks, working closely with the Finance Manager and other team members where needed
• Help make sure invoices are received and processed (paid and received) in a timely way, including checking for missing invoices and following up with colleagues or suppliers when needed
• Check invoices for basic accuracy and flag any issues or missing information to the relevant colleague so they can be resolved

AdministrationYou’ll play an important role in helping YCF run smoothly day to day. This includes supporting team members with practical tasks, helping keep systems and records organised, and making sure colleagues have the information and resources they need to do their work effectively.

• Keep YCF’s shared files organised by maintaining a clear filing and labelling system that the team can easily use
• Be the first point of contact for YCF’s general inboxes and phone number, by responding to enquiries, forwarding messages to the right team members, and saving important emails in our records, and making sure things are actioned on time
• Maintain our records for member organisations by tracking due diligence forms and following up when information is missing, including via Salesforce
• Oversee the physical space of the office by managing office supplies by keeping track of resources, carrying out occasional stock checks, and ordering items when needed, and keeping the space neat and organised
• Support the team and YCF trustees by booking meeting rooms for internal meetings, grant panels, and Board of Trustee meetings, and arranging catering when required
• Help coordinate with our external IT provider, Tetrabyte, for requests or queries from the team, including onboarding and offboarding

HR and Team SupportYou’ll help support the team by assisting with key people processes such as onboarding new staff, maintaining important records, and keeping training information up to date. This work helps ensure colleagues have the support and information they need to do their roles effectively.

• Support the Senior Leadership Team with inducting and onboarding new staff members and helping them get set up when they join YCF. This will include helping set-up their laptop, organise induction materials, and making sure new team members understand our key operations processes
• Support YCF’s Board of Trustees, by organising committee and board meetings, maintaining attendance logs, and sharing papers and minutes before and after meetings; Onboarding YCF’s Trustees, including via the Charity Commission
• Organising team meetings and running the administration needed around these
• Organise offboarding of staff, making sure records and documents are updated appropriately
• Maintain simple training records for the team, helping track what training people have completed and flagging when training needs to be renewed or updated
• Keep YCF’s policies organised and up to date by making updates when changes are agreed by the CEO and Trustees, and maintaining the the Board actions log and support colleagues in responding to any follow-up actions

Member Engagement and CommunicationsWe are a membership organisation that is trusted by funders to know our community and the members who support it, so that we can most effectively allocate the funds that we receive, and this means regularly talking to and meeting our members in order to understand the challenges that they face and the support that they need, and this is a responsibility that everyone on the team holds.

• Supporting the membership team in their communication with members, including the annual members’ survey and via the compilation of newsletter emails
• Joining colleagues on YCF member visits when relevant
• Developing positive working relationships with member contacts and being a positive ambassador for YCF
• Answering member queries where possible
• Updating the website with the relevant information when needed, including auditing website for dead pages and path errors
• Updating YCF’s social media where needed

CRM / Data InputAs a membership organisation, we collect data about our members that helps to inform our work, alongside our achievements with our business partners. Making sure this is inputted accurately to Salesforce is key to ensuring we can demonstrate YCF’s and our members’ impact.

• Updating Salesforce, our “customer” relationship management database, with membership information (such as contact details and other data), grants data, business investments and in-kind support, training and events attendance
• Downloading reports from Salesforce and building simple reports

Essential criteria

• Experience of using the Microsoft Office suite
• Enthusiasm
• Excited to work in a small team
• Organised, diligent and punctual
• Strong verbal and written communication
• Detail-oriented
• Proactive

Desirable criteria

• Experience using the full Microsoft Office suite
• CRM experience eg Salesforce
• Finance management software eg QuickBooks
• Website management
• Social media experience

Required qualifications

• Level 2 English and maths (GCSE grade 4/grade C and above, or Functional Skills Level 2, or equivalent)

Additional information

• Be a Camden resident, former Camden secondary school student or Camden care leaver
• Aged 16 on older (no upper age limit)
• Have the right to live and work in the UK
• Have lived in the EU or UK for the last 3 years (except if you are an asylum seeker or refugee)
• NOT already have an NVQ level 3 (or higher) in Business Administration or significant relevant work experience

Important note - role may close early if we get enough suitable applications, those interested in the role are encouraged to apply ASAP.
Camden care leavers and people with learning difficulties or disabilities will be prioritised for final interviews provided they meet the minimum requirements of the role.Diversity & Inclusion
At Camden, we value and celebrate difference and encourage diversity in all respects. Our diverse workforce ensures we represent our communities to the best of our ability and enables us to make better decisions. Because of this, we particularly welcome applications from Black, Asian and those of other non-white ethnicities, those who identify as LGBT+, neurodiverse and disabled people.Asking for Adjustments
Camden is committed to making our recruitment practices barrier-free and as accessible as possible for everyone. This includes making adjustments or changes for disabled people, neurodiverse people or people with long-term health conditions. If you would like us to do anything differently during the application, interview or assessment process, including providing information in an alternative format, please contact us on 020 7974 6655, at futuretalent@camden.gov.uk or post to 5 Pancras Square, London, N1C 4AG.

How to apply

You must apply through the Good Work Camden portal.

Please ensure you have uploaded your tailored CV before attempting to apply. If you have not completed the additional questions previously, you will be prompted to do so before you can proceed. You will only need to complete these questions once.

Select ‘apply’ and complete the personal statement section. Please use this section to tell us why you have applied and how your skills make this role suitable for you. Recommended word count: 150 words

Vacancy - Good Work Camden

Organiser