MOOL Depot and Admin Manager

Your role will be to help us deliver support to those who need it and to work with colleagues to support volunteers both in specific tasks and in wider projects where appropriate, Responsibilities: To ensure the smooth running of the Depot. To ensure thorough management of equipment, personnel and processes within the Depot including ensuring a safe working environment. To ensure smooth shipment of donations to appropriate recipients. To provide administrative support to staff, Trustees and Volunteers as required, including accurate record keeping.

Responsibilities

1.Depot management

To ensure the MOOL depot is open at pre-advertised and fixed times

Responsible for overseeing the day to day tasks involved with running the Depot

Adhering to building requirements in respect to fire alarms and safety etc, maintaining health and safety records as required.

Maintain Depot data recording systems in an accurate and timely manner

Monitor and communicate relevant information relating to the Depot

Ensure all electrical items are PAT tested on arrival at the depot

To deal with enquiries and refer/signpost (as appropriate) either to other personnel within MOOL or other agencies.

2.Support volunteers, service users and partner agencies

To welcome and organise Depot Volunteer teams to manage donations and ensure they know what is required of them so that they feel valued and that their work is effective.

To support the Housing Volunteer teams & Volunteer Befrienders and any local resettled refugees access sorted/charity donations as required

To maintain a welcoming and friendly presence and ensure volunteers are informed and receive updates about new and changed requirements

Maintain records of volunteer activity and attendance within the Depot

3.Stock Control, Storage and Movement

To ensure donations are received and sorted as appropriate and fit for purpose, providing guidance and updates to requirements as needed

To maintain an accurate inventory of aid which has been boxed or readied for dispatch.

To ensure accurate management of new stock kept for Asylum Seekers

To find ways to divest unusable or inappropriate donations i.e. other charities, rag bags etc. To minimise waste costs

Liaise with partner agencies for collection as required

Plan shipments of Aid as required throughout the year, including shipments abroad, working with partners to ensure shipments are timely, cost effective and meet the aims of MOOL

4.Administration Support

Provides administrative support to ensure efficient operation of MOOL.

Carries out administrative duties such as filing, typing, copying, binding, scanning etc.

Maintains MOOL activities calendar, entering new activities in a timely manner.

Maintains MOOL data set ensuring monitoring and evaluation data is kept up to date

Co-ordinates request for articles for MOOL newsletter, accepting, filing and noting responses, chasing where necessary, and posts Facebook posts related to the Depot and donations

Ensures operation of office equipment by calling for repairs, maintaining equipment inventories and evaluating new equipment.

Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.

Accepting and recording payments from refugees for gym memberships or other funded activities

We are seeking a self-motivated, responsible individual to work in our depot and support us with administrative duties. You must be reliable, discreet, friendly and trustworthy. Knowledge/experience around issues for refugees and asylum seekers will be an advantage., Must identify with MOOL Values, Vision and Mission in respect our aims to support displaced persons, refugees and asylum seekers.

Ideally should have knowledge gained from experience in supporting refugees and asylum seekers

Essential Skills and Abilities

Reliability and trustworthiness

A friendly and approachable manner

Discretion and affability

Flexibility

Strong interpersonal skills

Strong Organisational skills

Proficient in using Office 365

Knowledge required (training will be provided/refreshed as needed)

Fire Safety

Safe lifting

First Aid

Safeguarding

Basic PAT testing.

MOOL is a community-led charity which began as an informal activist movement in 2015 in response to the Syrian refugee crisis, and developed into a SCIO in Feb 2016. We vision a future where people all over the world are supported in times of crisis but will have the freedom to thrive in their homes and countries of origin.

Our mission reflects our charitable purposes, namely that MOOL will work in partnership to provide:

Mission 1

We provide aid to displaced people abroad

Mission 2

We provide aid, support and information to displaced people in Dumfries and Galloway

Mission 3

We provide education, activities and information to support positive attitudes that encourage acceptance, compassion, inclusion and participation.

Mission 4