Assistant Foodbank Manager – Job Description

 

 

 

 

 

 

SECTION 1: POST DESCRIPTOR

JOB DETAILS

Job Title:  Assistant Foodbank Manager

Reports to: Senior Renfrewshire Foodbank Manager

Salary: c.£25,000 depending on experience

Working Location: Across Renfrewshire from main office in Renfrew

Holidays: 25 days annual leave plus public  holidays (or time in lieu)

 

JOB PURPOSE

As part of the Foodbank Team you will:

  • Oversee all operational aspects of the Renfrewshire Foodbank service with concern for its operational efficiency and standards in accordance with the agreed operating model
  • Lead on recruitment of volunteers including interviews, reference checks, disclosure checks as required and obtaining signed confidentiality agreements
  • Continually develop and support the administration team which meets all administration requirements and demands of the service
  • Recruit and support volunteer team leads
  • Attend the foodbank management team and hold regular team leads meetings
  • Ensure that the foodbank meets health and safety standards
  • Develop and ensure adherence to policies and procedures, including Safeguarding
  • Ensure that all volunteers work within the boundaries of the confidentiality agreement
  • Organise and facilitate volunteer training
  • Ensure that the foodbank meets environmental health standards
  • Communicate with all relevant people including Senior Foodbank Manager, Warehouse Coordinator, referrers, volunteers, Renfrewshire Foodbank Trustees, churches, local businesses and the Trussell Trust
  • In collaboration with the Senior Foodbank Manager, support individuals and organisations to generate fundraised income to support the sustainability of the charity
  • Contribute to regular timeous service updates, including the on-line database, forum and website
  • Ensure positive communication with the media promoting the foodbank service
  • Organise foodbank representation at community events
  • Maintain awareness of the benefits system, changes to it and the impact of these changes on the foodbank’s operating model.

 

MANAGEMENT AND RESPONSIBILITY FOR THE FOLLOWING RESOURCES

Budget: Operations budget allocated under guidance of Senior Foodbank Manager

Staff:  Warehouse Coordinator

Volunteers: Volunteer team leads – 10

Volunteers – 110 in warehouses and distribution centres and

Additional volunteers who assist with collections only – 75

 

KEY ACTIVITIES, RESPONSIBILITIES & OUTCOMES

  • Line management of the Warehouse Coordinator, including supporting professional development through regular supervision meetings and production of work and development plans.
  • Ensure sufficient food collections are organised to provide adequate stock to support current and future service growth
  • Be responsible for time-tabling and staff deployment across Foodbank network
  • Visit the warehouse on a regular basis and liaise with the Warehouse Coordinator to monitor operational efficiency and health and safety ensuring compliance with statutory requirements and good practice.
  • Support the Warehouse Coordinator to ensure effective time-tabling and deployment of warehouse/van volunteers and to ensure warehouse volunteers are trained to undertake responsibilities in the warehouse and to meet the relevant legal requirements.
  • Effective operations budget management to support activities and service delivery
  • Identify areas of unmet need to the Senior Foodbank Manager and propose possible solutions to be presented to the Board of Trustees
  • Visit distribution points on a regular basis and liaise with volunteer team leads to monitor operational standards.
  • Take overall responsibility for the management of volunteer team leads and volunteers in the foodbank office, distribution points, collections and food store
  • Identify training requirements for volunteer team leads and volunteers
  • Manage the volunteer timetable to ensure best use of volunteers in conjunction with local team leads
  • Work with existing referrers, funders, volunteers and supporters to identify problems through regular visits and liaison
  • Contribute to the planning, organising and delivery of events to raise service awareness and fund-raising to referrers and donors which support an overarching development and fundraising programme lead by the Senior Foodbank Manager
  • Bring to the attention of Senior Foodbank Manager  or in absence the foodbank Chairperson any concerns about operational running of the service
  • Ensure compliance with Health & Safety, Trading Standards and Environmental regulations for both the warehouse building and distribution points including risk assessments and first aider arrangements as appropriate
  • Contribute to the production of timeous reports for the regular Board Meetings and as required by the Board and funders
  • Monitor users of the foodbank through vouchers issued and minimise any potential misuse through liaising with referrers and distribution point volunteers
  • Ensure effective and efficient management of Foodbank Volunteers with an emphasis on teamwork, support and inclusive communication
  • Contribute to the effective operational implementation of the Renfrewshire Foodbank Strategic Plan
  • Ensure that services within Renfrewshire Foodbank are delivered in compliance with policies and in line with legislative frameworks
  • Contribute to the planning and development of Renfrewshire Foodbank
  • In collaboration with the Senior Foodbank Manager support individuals and organisations to generate fundraising income to help sustain the Foodbank
  • Organise and deliver learning opportunities within Renfrewshire Foodbank as required
  • Manage the operation of premises and physical resources of Renfrewshire Foodbank
  • Contribute in the operational planning of the foodbank including self-evaluation, monitoring & evaluation, and quality assurance
  • Responsible for the overseeing of opening and locking up of warehouses and distribution points
  • Ensure Fire Safety Logs are updated and regular call-point test and fire drills are carried out

 

PROBLEM SOLVING

The post holder will be expected to resolve problems that arise through working with volunteers and other partners and to develop solutions that meet expectations in terms of outcomes, performance, financial limitations/opportunities and effectively manage risk.  The more difficult and challenging problems will be referred to the Senior Foodbank Manager or in absence the Chairperson/Renfrewshire Foodbank Board for assistance.

Ability to work independently and unsupervised is a key component of this post.

 

ASSIGNMENT AND REVIEW OF WORK

The post holder sets and agrees objectives and work plans with the Senior Foodbank Manager

The post holder will use initiative and collaborate to assist the Senior Foodbank Manager in seeking innovative solutions to problems that may be without precedent.

Formal and informal meetings with the Senior Foodbank Manager and as required with the Trustee Board to review and report on progress. Assist the Senior Foodbank Manager to produce timeous reports for the regular Board Meetings and as required by the Board and funders

As part of the Renfrewshire Foodbank Team, the post holder will assist the Senior Foodbank Manager to implement and monitor key components of the Foodbank strategic plan.

 

COMMUNICATIONS AND WORKING RELATIONSHIPS

Internal

The post holder will work with the Warehouse Coordinator, volunteer team leads and volunteers to ensure the effective delivery of services, liaising with the Senior Foodbank Manager as necessary. Regular feedback and effective communication, verbal, written or electronic, is required and the post holder must ensure clear two-way communication between all volunteer team leads and volunteers. The post holder will be sensitive to the welfare of the volunteers and the impact the front facing role may have upon them.

External

The post holder will ensure clear, consistent and positive communication with a wide range of external agencies, funders and media. Foodbanks partner with a wide range of care professionals such as health visitors, social care workers and charities to identify people in crisis and issue foodbank vouchers. In addition to emergency food signposting people to agencies able to assist in solving longer-term problems is integral to the model of care.

Sustaining and building on current relationships with external agencies is essential.

 

MOST CHALLENGING PART OF THE JOB

Ensuring uniformly high service standards at all times throughout the Foodbank network using available resources and making correct judgement calls on when to refer issues to the Senior Foodbank Manager, or in absence Chairperson/Board of Trustees.

The ability to co-ordinate a range of resources (including volunteers) is essential and the effective management of these resources can be challenging with competing priorities.

 

SECTION 2: PERSON DESCRIPTOR

 

 

Essential

Desirable
  Qualifications
  Good standard of education:  standard grade passes or equivalent with certification in literacy and numeracy.

 

 
  Training
    Relevant training to this role – e.g. management, customer service, ICT, administration, budget management, etc.
 

UK driving licence and access to a car is essential

 
  Experience
  Previous supervisory or managerial experience delivering service and performance targets Previous supervisory or managerial experience delivering service and performance targets within a charitable and/or volunteer context
  Previous experience in a customer facing or customer service role

Previous experience in a customer facing or customer service role within a charitable

and/or volunteer context
  Previous experience of delivering outreach services and event planning and delivery.
  Knowledge of the benefits system and support agencies both voluntary and statutory
  Negotiating skills and the ability to resolve conflicts
   Knowledge and Skill
  Strong ICT skills to the level of ECDL or equivalent.
  Clear understanding of management responsibilities and commitment to delivery of high-quality services Clear understanding of management responsibilities and commitment to delivery of high-quality services within charitable context
  Able to work well as part of a team providing effective supervision or management. Able to work well as part of a team, providing effective supervision or management of volunteers
  Good communicator with effective oral, written and ICT skills
  Ability to work independently and unsupervised.
  Ability to multi-task, prioritise workloads and meet deadlines under pressure.
  Excellent communicator, able to support, train and mentor staff/volunteers
  Knowledge of promotional work – marketing, social media, etc.
  Able to demonstrate effective leadership skills
  Disposition
  Value respect, integrity and discretion in all interactions and activities, in line with the values of the Renfrewshire Foodbank Trustees  
  Value actively listening and learning; appreciating the worth and diversity of each person  
  Non- judgemental in approach uphold and protect the dignity of all service users and volunteers  
  Able to demonstrate enthusiasm and initiative.  
  Passionate about the work of the Foodbank and helping tackle poverty in Renfrewshire  

 

To apply, simply send your CV along with a short statement in support of your application to [email protected]

Closing date for applications is 12pm on Monday 25 July 2022.

Interviews will be held on Thursday 18th August 2022.

 

 

 

Renfrewshire Foodbank is a Scottish Charitable Incorporated Organisation number SC044200

For more information, please visit www.renfrewshire.foodbank.org.uk