Operations Administrator

Llandudno Junction
4 weeks ago
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Job Title: Operations Administrator

Contract: Fixed term for one year, renewal subject to funding.

Hours: 0.6 FTE (21 hours per week).

Salary: £25,000 FTE (£15,000 per annum for 21 hours per week)

Responsible to: Operations Director

Location: Llandudno Junction, Conwy.

About the role

Thanks to the generosity of our funders, we are seeking an experienced, organised and proactive administrator to contribute to the smooth running of our small, dynamic and busy charity. Working closely with the Operations Director, the post holder will be responsible for carrying out day to day operational administrative tasks (including communications, HR, facilities, finance, compliance and contract management), coordinating projects and recording, monitoring and reporting data. The Operations Administrator will also be required to manage relationships with a range of stakeholders, including the legal team, board members, community organisations, funders, policy makers and government bodies.

About North Wales Community Law

Our vision is that everyone in North Wales has access to the services and expertise they need to uphold their rights, fight inequality and challenge injustice.

North Wales Community Law is an independent, not-for-profit legal charity committed to alleviating poverty, promoting equality, and helping everyone create a fairer and more just society. We do this by providing free, community based legal advice on issues affecting the day to day lives of people living in North Wales, using the law as a tool for social change, and sharing knowledge and skills across the legal and charity sectors.

Since opening our doors in 2023 we’ve provided expert legal advice to people in need who would otherwise have no access to justice. We’ve formed innovative collaborations with grassroots organisations supporting individuals, and with national charities challenging public bodies. We have established a national profile across Wales and the UK, championing the legal rights of people in North Wales who are marginalised through poverty, discrimination, or disadvantage. A recently awarded legal aid contract for housing and Welsh Government funding put us in a strong position to challenge injustice and inequality for the communities we serve.

Duties:

  • Assist with the delivery of NWCLs communications plan, updating social media, uploading content to the website, and disseminating regular updates to different audiences.

  • Assist with the set up and coordination of meetings and events, including diary management, venues, travel and accommodation, minute taking and other logistics.

  • HR administration, including sending out recruitment packs, liaising with potential new staff and volunteers, maintaining personnel files and monitoring key dates.

  • Maintain NWCLs facilities for staff and volunteers, keeping up to date and accurate records of assets (laptops, mobile phones), obtaining quotes, arranging repairs and liaising with suppliers. Purchasing stationary and other resources as and when needed within set spending thresholds.

  • Process invoices and expenses claims in an accurate and timely manner, maintain financial records to assist with the accurate and timely monitoring and reporting of income and expenditure.

  • Set up and maintain processes to gather key data, providing accurate and timely information for inclusion in media content, funding applications, and reports for senior staff, the board and funders.

  • Update and assist with the implementation of organisational policies and procedures that comply with funders, regulators and the Charity Commission.

  • Maintain our commitment to continuous improvement by regularly reviewing and developing our administrative processes, increasing effectiveness and efficiency.

  • Actively contribute to internal meetings, including cascading learning.

  • Support your own and team’s wellbeing and encourage a positive working environment.

  • To carry out such other duties as may be required.

    Person Specification:

    Essential

    Previous administration experience in a fast paced environment

    Close attention to detail and a commitment to accuracy

    Excellent verbal and written communication skills

    Proficiency in IT systems, using SharePoint, Teams and Office365

    Basic knowledge of financial processes and systems

    Highly organised with the ability prioritise competing tasks and meet deadlines

    High integrity, able to handle sensitive and confidential information with tact and discretion

    A proactive, problem solving approach with a commitment to providing a high-quality administrative support.

    Desirable

    Experience of working in the charity sector

    Proficiency in social media, with a good working knowledge of common platforms (Facebook, X / BlueSky, LinkedIn, Instagram)

    Experience using client management systems (Advice Pro), accounting software (Xero) and design software (Canva)

    Ability in written and spoken Welsh.

    To Apply

    Please email, with the job title in the subject line, attaching:

  • An up to date CV

  • A covering letter, describing how your skills, qualities and experience meet the requirements set out in the Job Description

  • A completed Equality Monitoring Form

    The deadline for applications is midnight on Sunday 11th May 2025.

    Interviews will be held in person in Llandudno Junction on Wednesday 14th May 2025.

    We recognise the value of diverse perspectives in our work and encourage applications from people of all backgrounds, communities, identities and experiences, including those with personal experience of the inequalities and injustices we seek to address.

    Teitl y Swydd: Gweinyddwr Gweithrediadau

    Contract: Cyfnod penodol am flwyddyn, adnewyddu’n amodol ar gyllid.

    Oriau: 0.6 cyfwerth â llawn amser (21 awr yr wythnos).

    Cyflog: £25,000 cyfwerth â llawn amser (£15,000.00 y flwyddyn am 21 awr yr wythnos)

    Yn atebol i: Cyfarwyddwr Gweithrediadau

    Lleoliad: Cyffordd Llandudno, Conwy.

    Cefndir y swydd

    Diolch i haelioni ein cyllidwyr, rydym yn chwilio am weinyddwr profiadol, trefnus a phwrpasol i gyfrannu at weithrediad effeithlon ein helusen fechan, ddeinamig a phrysur. Gan weithio’n agos gyda’r Cyfarwyddwr Gweithrediadau, bydd deiliad y swydd yn gyfrifol am gwblhau tasgau gweinyddol gweithredol o ddydd i ddydd (gan gynnwys cyfathrebu, AD, cyfleusterau, cyllid, cydymffurfiaeth a rheoli cytundebau), cydlynu prosiectau a chofnodi, monitro ac adrodd data. Bydd hefyd yn ofynnol i’r Gweinyddwr Gweithrediadau reoli cysylltiadau ag ystod o randdeiliaid, gan gynnwys y tîm cyfreithiol, aelodau’r bwrdd, sefydliadau cymunedol, cyllidwyr, llunwyr polisi a chyrff llywodraethol.

    Cefndir Cyfraith Gymunedol y Gogledd

    Ein gweledigaeth yw bod gan bawb yng Ngogledd Cymru fynediad at y gwasanaethau a’r arbenigedd sydd eu hangen arnynt i gynnal eu hawliau, brwydro yn erbyn anghydraddoldeb a herio anghyfiawnder.

    Mae Cyfraith Gymunedol y Gogledd yn elusen annibynnol, nid er elw, sy’n ymroddedig i drechu tlodi, hyrwyddo cydraddoldeb, a helpu pawb i greu cymdeithas sy’n fwy teg a chyfiawn. Rydym yn gwneud hyn drwy ddarparu cyngor cyfreithiol yn rhad ac am ddim yn y gymuned ynghylch materion sy’n effeithio ar fywydau bob dydd pobl sy’n byw yng Ngogledd Cymru, gan ddefnyddio'r gyfraith fel dull o greu newid cymdeithasol, a rhannu gwybodaeth a sgiliau ar draws y sectorau cyfreithiol ac elusennol.

    Ers agor ein drysau yn 2023 rydym wedi darparu cyngor cyfreithiol arbenigol i bobl mewn angen na fyddai ganddynt fynediad at gyfiawnder fel arall. Rydym wedi ffurfio partneriaethau cydweithio arloesol gyda sefydliadau llawr gwlad sy’n cefnogi unigolion, a gydag elusennau cenedlaethol sy’n herio cyrff cyhoeddus. Rydym wedi sefydlu proffil cenedlaethol ar draws Cymru a’r DU, gan hyrwyddo hawliau cyfreithiol pobl yng Ngogledd Cymru sydd ar ymylon cymdeithas oherwydd tlodi, gwahaniaethu, neu anfantais. Mae contract cymorth cyfreithiol a ddyfarnwyd yn ddiweddar ar gyfer tai a chyllid Llywodraeth Cymru yn ein rhoi mewn sefyllfa gref i herio anghyfiawnder ac anghydraddoldeb ar gyfer y cymunedau rydym yn eu gwasanaethu.

    Dyletswyddau:

  • Cynorthwyo gyda chyflwyno cynllun cyfathrebiadau Cyfraith Gymunedol y Gogledd, diweddaru cyfryngau cymdeithasol, uwchlwytho cynnwys i’r wefan, a rhannu diweddariadau rheolaidd i wahanol gynulleidfaoedd.

  • Cynorthwyo gyda threfnu a chydlynu cyfarfodydd a digwyddiadau, gan gynnwys rheoli dyddiadur, lleoliadau, teithio a llety, cadw cofnodion a logisteg arall.

  • Gweinyddu AD, gan gynnwys anfon pecynnau recriwtio, cysylltu â darpar staff a gwirfoddolwyr newydd, cynnal ffeiliau personél a monitro dyddiadau allweddol.

  • Cynnal cyfleusterau Cyfraith Gymunedol y Gogledd ar gyfer staff a gwirfoddolwyr, cadw cofnod cyfredol a chywir o asedau (gliniaduron, ffonau symudol), cael dyfynbrisiau, trefnu atgyweiriadau a chysylltu â chyflenwyr. Prynu deunyddiau swyddfa ac adnoddau eraill yn ôl yr angen o fewn trothwyon gwariant penodol.

  • Prosesu anfonebau a hawliadau treuliau yn gywir ac yn amserol, cynnal cofnodion ariannol i gynorthwyo gyda monitro ac adrodd ar incwm a gwariant yn gywir ac yn amserol.

  • Sefydlu a chynnal prosesau i gasglu data allweddol, gan ddarparu gwybodaeth gywir ac amserol ar gyfer cynnwys cyfryngau, ceisiadau am gyllid, ac adroddiadau ar gyfer uwch staff, y bwrdd a chyllidwyr.

  • Diweddaru a chynorthwyo gyda gweithredu polisïau a gweithdrefnau sefydliadol sy'n cydymffurfio â chyllidwyr, rheoleiddwyr a'r Comisiwn Elusennau.

  • Cynnal ein hymrwymiad i welliant parhaus drwy adolygu a datblygu ein prosesau gweinyddol yn rheolaidd, gan gynyddu effeithiolrwydd ac effeithlonrwydd.

  • Cyfrannu’n weithredol tuag at gyfarfodydd mewnol, gan gynnwys dysgu rhaeadrol.

  • Cefnogi eich llesiant eich hun ynghyd â llesiant y tîm ac annog amgylchedd gwaith cadarnhaol.

  • Ymgymryd ag unrhyw ddyletswyddau eraill o'r fath yn ôl yr angen.

    Manyleb Person:

    Hanfodol

    Profiad gweinyddol blaenorol mewn amgylchedd gweithio prysur

    Sylw i fanylion ac ymrwymiad i gywirdeb

    Sgiliau cyfathrebu rhagorol ar lafar ac yn ysgrifenedig

    Hyfedredd mewn system TG, defnyddio SharePoint, Teams ac Office365

    Gwybodaeth sylfaenol o brosesau a systemau ariannol

    Yn hynod drefnus gyda’r gallu i flaenoriaethau tasgau sy’n cystadlu am sylw a chwrdd â therfynau amser

    Ag uniondeb, yn gallu ymdrin â gwybodaeth sensitif a chyfrinachol yn ddoeth a phwyllog

    Ymagwedd ragweithiol, sy’n canolbwyntio ar ddatrys problemau gydag ymrwymiad i ddarparu cefnogaeth weinyddol o safon uchel.

    Dymunol

    Profiad o weithio yn y sector elusennol

    Hyfedredd wrth ddefnyddio cyfryngau cymdeithasol, gyda dealltwriaeth dda o lwyfannau cyffredin (Facebook, X / BlueSky, LinkedIn, Instagram)

    Profiad o ddefnyddio systemau rheoli cleientiaid (Advice Pro), meddalwedd cyfrifyddu (Xero) a meddalwedd dylunio (Canva)

    Gallu siarad ac ysgrifennu yn Gymraeg.

    I wneud cais

    gyda theitl y swydd yn y llinell destun, ac atodi:

  • CV cyfredol

  • Llythyr eglurhaol yn egluro sut mae eich sgiliau, nodweddion a phrofiad yn bodloni’r gofynion a nodir yn y Disgrifiad Swydd

  • Ffurflen Monitro Cydraddoldeb wedi’i chwblhau

    Y dyddiad cau ar gyfer ceisiadau yw hanner nos - dydd Sul yr 11eg o Fai 2025.

    Bydd cyfweliadau yn cael eu cynnal wyneb yn wyneb yng Nghyffordd Llandudno ddydd Mercher y 14eg o Fai 2025.

    Rydym yn cydnabod gwerth safbwyntiau amrywiol yn ein gwaith ac yn annog ceisiadau gan bobl o bob cefndir, cymuned, hunaniaeth a phrofiad, gan gynnwys y rhai sydd â phrofiad personol o’r anghydraddoldebau a’r anghyfiawnderau rydym yn ceisio mynd i’r afael â hwy

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