Job title: Charity Operations Manager

Job Summary: 

The Operations Manager is responsible for planning, conducting and coordinating the grants & projects function within the charity. Ensuring that the grants are compliant with Trust conditions and that external grant funding is secured and projects completed successfully. Also assisting the Charity Manager in the smooth running of the organisation. The Operations Manager reports to the Charity Manager of the Guild. 


Hours: 18 hours a week, Monday, Tuesday, and Wednesday 9am to 3pm.

Salary £15.50 per hour plus 12 days’ holidays per year, plus 2 weeks at Christmas whilst the Guild is shut, public holidays and pension. Permanent position.  Closing date 3rd May. For an information pack contact

Responsibilities and duties:

Formal meetings

Attend all board meeting and annual general meetings, prepare reports to present and follow up on actions. Minute taking at board meetings. 

Grant management

Responsible for developing, implementing and reviewing processes and systems to support all operational aspects of grant making from pre application to assessments and closure.

Responsible for updating and maintaining the grants database, issuing grants and food vouchers.

Issuing clients with application forms and supporting their need to comply with grant requirements making sure forms are clear, relevant, and up to date.

Responsible for preparing reports on grants and projects, requests and declinations, diary management and planning, coordinating and conducting own workload.

Responsible for sourcing and identifying appropriate suppliers that are financially viable to the charity, submitting funding proposals for grants, referring and signposting clients on to other organisations and schemes.

Responsible for conducting and managing face to face interviews, form filling, evidence gathering, liaising with other agencies, decision making and processing both in office and postal grant applications.

Administration and office management

Responsible for the day-to-day administration of the office (drafting letters, booking in appointments ordering office supplies, appointment reminders and notice boards).

Point of contact in representing the charity for external in-person, online, and telephone enquiries.

Training and supporting grant assessors and project coordinators.

Account management and budgeting

Assist the Charity Manager and Treasurer to monitor monthly expenditure and update the organisation’s budget accordingly.

Responsible for the day-to-day management and processing of invoices.

Assist the Charity Manager with the management of project budgets and end of year grant financial reporting and the retrieval and elaboration of financial records, as required. 

Responsible for managing several funds and projects with varying criteria and budgets, maintaining records of payments and prepare month end stats and reports.

Project management

Responsible for applying for external grant funding in line with the objectives of the Guild.

Liaising with other charitable organisations and suppliers, attending meetings and doing presentations to promote & represent the charity, growth and its long-term strategy.

Propose, set up and manage funded projects and schemes with other like-minded charitable organisations.

Assist in developing, maintaining and marketing literature.

Qualifications and skills:

Basic financial skills. At least 5 GCSE’s including Maths and English.

Proactive and can-do attitude.

Excellent communication, interpersonal, organizational and administrative skills.

IT skills, proficient in all standard office software to include word, excel and SharePoint.

Ability to work as part of a team as well as self-manage. 

Education to a high standard and transferrable work experience.

Experience and Knowledge:

Understanding of the Bolton Charity Sector and welfare benefits.

Experience of managing people. 

Experience of planning and managing budgets, funds and accounts.

Experience of interviewing people from a range of backgrounds

Experience of gathering evidence and decision-making.

Experience of developing and implementing operational processes and systems and managing an operation/project focussed on the needs of the client.

Ability to make and uphold working relationships with a number of outside charities and organisations.