Scottish Veterans Garden City Association
Scottish Veterans Garden City Association

Charity registered in Scotland SC003174


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This vacancy has now closed

Office and Finance Assistant

  • Full time
  • £22,000 – £25,000
  • Edinburgh
  • Closing 20th February 2019

The Scottish Veterans’ Garden City Association (SVGCA) is a private charitable letting agent, which together with its sister organisation, the Scottish Garden City Housing Society Ltd (SGCHS), provides housing to disabled military veterans in Scotland. Founded in 1915, SVGCA is one of Scotland’s oldest military social housing charities and is extensively supported by a network of enthusiastic and committed Voluntary District Committees who are central to our success.

SVGCA are looking to appoint an Office and Finance Assistant to support our Office and Finance Manager with the increased workload created by the charity’s enthusiastic plans for growth and additional provision of support to veterans in need in Scotland.

This is an exciting and hands-on role that will need the ability and skills to provide efficient administration and finance support to a busy charity but also provides the opportunity to learn about the ethos of a charity and for personal development.

If you have the drive, energy and willingness to learn and want to be part of this exciting opportunity to support disabled veterans in Scotland, we would like to hear from you.

Purpose of the Position

Primary Purpose: Assist and support the Office and Finance Manager with all tasks related to the primary responsibilities of the role and support the Operations Manager with the secondary responsibilities.

Secondary Purpose: Responsible for the social media activity of Central Office adding a positive contribution to the charity’s communications and media presence.

Primary Responsibilities

  • Support the Office and Finance Manager with all tasks related to the efficient running of Central office administration and finance functions.
  • Support all finance functions including data input, audits, annual accounts and reports, rent management, management and payment of invoices, budgetary process and payroll.
  • The efficient storage of all files both hard and soft information.
  • Data Capture and input to Central Office Software systems.
  • Provide information to Tenants, potential applicants and Property Management Companies within the delegated limits provided by the Office and Finance Manager.
  • Maintenance of Information held on Central Office operating systems.
  • Efficient management, monitoring and dissemination of information from the admin@svgca.org.uk address.
  • First point of contact for incoming telephone calls, recording of messages and dissemination of information.
  • Successfully complete any mandatory training for their role or which may become necessary through external factors, such as change in regulations/legislation, changes in accounting rules etc.
  • Assist with the coordination and organisation of meeting, such as Board Meetings and any external events such as the annual gathering as may be required including scheduling, venue hire, room set up, catering, AV equipment as well as assisting with post event evaluation as may be required.
  • Complete all Objectives set with Key result

Secondary Responsibilities

  • The provision of social media presence through posting of efficient, consistent and current information primarily on Facebook and twitter that is in line with the charity’s communication plan.
  • Updating and Maintaining the information contained in the charity website.
  • Support other colleagues where appropriate.

Key Competencies

  • Teamwork.
  • Attention to detail.
  • Commitment to personal development.
  • Good verbal, written and electronic communication.
  • Trustworthy.
  • Confidence
  • A proactive and positive approach to work.
  • Solid understanding of accounting and basic banking.
  • Personal characteristics including: Energetic, Flexible and Resourceful.

Qualifications and Experience

Essential:

  • Educated to National Level 5. e.g. credit pass in a Standard Grade or a good pass in the older O Grade.
  • Minimum of three years working within a team.
  • Good oral, numeracy and written communication skills.
  • IT literate, namely Microsoft Office Word, Excel, Outlook and PowerPoint and non-complex databases.
  • Social Media savvy and experience working with websites.

Desirable:

  • Previous UK military service or experience through the military family.
  • Experience working in Finance/Accounts

Other Duties

You may be required for other duties as directed by the Chief Executive Officer/Operations Manager.

Shortlist
This vacancy has now closed

Top job! Operations Manager

  • Full time
  • £35,000 – £40,000
  • Edinburgh
  • Closing 20th February 2019

The Scottish Veterans’ Garden City Association (SVGCA) is a private charitable letting agent, which together with its sister organisation, the Scottish Garden City Housing Society Ltd (SGCHS), provides housing to disabled military veterans in Scotland. Founded in 1915, SVGCA is one of Scotland’s oldest military social housing charities and is extensively supported by a network of enthusiastic and committed Voluntary District Committees who are central to our success.

Following a strategic review of our operations SVGCA is looking to appoint an Operations Manager to support the CEO with the increased workload created by the charity’s enthusiastic plans for growth and additional provision of support to veterans in need in Scotland.

Our stock of over 600 houses of varying size and type is located throughout Scotland. Over the past five years, there has been a significant development programme to increase the number and type of houses we can offer, but SVGCA want to expand and improve our stock further to meet the current and forecasted demand and are committed to undertaking further housing developments. However, their priority is to implement and deliver the operational requirements to effect the strategic changes they have identified and desire.

This is an exciting and hands-on senior management position that will need the ability and skills to provide top level operational management to a busy charity but also provides the opportunity to learn about the ethos of a charity and for personal development.

If you have the drive, energy and willingness to learn and want to be part of this exciting opportunity to support disabled veterans in Scotland, we would like to hear from you.

Purpose of the Position

Primary Purpose: The Operations Manager will be responsible for the day to day operations of the Charity delivered through a highly experienced employed team based in Edinburgh and Glasgow, Volunteer District Committees and Property Management Companies throughout Scotland.

Secondary Purpose: To deputise for the CEO when required.

Primary Responsibilities

  • Responsibility for the day to day operations of the Charity and for the line management of the Head Office Property Management team in Edinburgh and part-time employees based in Glasgow and for ensuring the effective management of volunteer District Committees across Scotland.
  • Liaise with Property Management Companies to ensure efficient operational delivery Scotland wide.
  • To undertake regular visits to Districts and Property Management Companies to ensure operational output is efficient and in line with the operational and strategic plans of the CEO and Board of Directors.
  • Responsibility for maintaining and developing all aspects of our housing provision, management and quality control.
  • Oversees and reviews workload and people resources to ensure agreed personal organisational targets are being met on a cost-effective basis.
  • Manage/oversee significant refurbishment and building projects in consultation with nominated professional advisors.
  • Research and prepare procedures to improve operational effectiveness and efficiency.
  • Ensures all the charities policies and procedures are being adhered to by employees, volunteers and nominated third parties and raise matters of concern with the CEO or in their absence the Board of Directors.
  • Ensure that all Letting Agent Code of Practice and other relevant regulations, such as Health and Safety, are being adhered to and kept up to date and communicated to appropriate persons.
  • Provides guidance and support to employees, including performance management of those under his/her direct management.
  • Through Districts and third parties as well as tenants, develop an understanding of the key issues affecting tenants, making recommendations to the CEO of future initiatives, such as collaborative working with other charities/public agencies, carrying out tenant survey, increasing the scope and range of advice.
  • Research, prepare, and issue operational reports as required by the CEO.
  • Undertake any other task of responsibilities as may be required from time to time consistent with the seniority of this role.

Key Competencies

  • Leadership and Communication.
  • People Management.
  • Project Management.
  • Process Management.
  • Collaborative Working.
  • Decision making and problem solving.
  • Emotional Intelligence.
  • Proven personal characteristics including
  • Drive, Energy, Motivation
  • Adaptability and Flexibility
  • Accuracy and Time Management
  • Excellent verbal and written communication

Qualifications and Experience

Essential

  • At least three years Operation Management experience with a housing organisation.
  • Knowledge of the Scottish social housing environment.
  • Knowledge of the Letting Agent Code of Practice.
  • Extensive people management and team-building skills
  • Excellent oral and written communication skills.
  • IT literate, namely Microsoft Office Word, Excel, Outlook and PowerPoint.
  • Prioritising work programmes.
  • Project delivery.

Desirable

  • Successful completion of the LETWELL Programme or a willingness to undertake this with support from the charity.
  • Qualified Clerk of Works.
  • Previous UK military service.
  • Knowledge of the veterans housing environment.

Other Requirements

  • Travel to Districts across Scotland will be required so access to transport is required.
  • Due to the nature of the role some evening and weekend may be required.

Other Duties

You may be required for other duties as directed by the Chief Executive Officer.

Shortlist
This vacancy has now closed

Background

The Scottish Veterans’ Garden City Association (SVGCA) is a private charitable letting agent, which together with its sister organisation, the Scottish Garden City Housing Society Ltd (SGCHS), provides housing to disabled military veterans in Scotland. Founded in 1915, SVGCA is one of Scotland’s oldest military social housing charities and is extensively supported by a network of enthusiastic and committed Voluntary District Committees who are central to our success.

Our stock of nearly 650 houses of varying size and type is located throughout Scotland. Over the past five years, there has been a significant development programme to increase the number and type of houses we can offer, but SVGCA want to expand and improve our stock further to meet the current and forecasted demand and are committed to undertaking further housing developments.

Due to planned board succession, we are looking to recruit several new Non-Executive Directors onto the board of SVGCA and Trustees to the committee of management for SGCHS over the course of 2019.

The Role

The main function of the Board of Directors / Trustees is to work with the Chair, Chief Executive and leadership team to oversee the future strategy and direction of the charity. The Board of Directors / Trustees is responsible for setting the strategic direction of the charity, for leading and controlling SVGCA and for its governance, policy and affairs. Directors / Trustees have responsibilities under charity and company law, and under SVGCA’s Articles of Association, for directing the affairs of the organisation, ensuring that it is solvent, well run and delivers its objectives.

Statutory duties:

  • To ensure that the charity, and its representatives, function within charity law, company law and any other relevant legislation or regulations and in line with SVGCA’s governing document, i.e. the Articles of Association;
  • To ensure that the charity pursues its objects as defined in the Articles of Association;
  • To contribute actively and provide firm strategic direction to the charity, setting overall policy, defining goals and setting targets and evaluating performance against those agreed targets;
  • To safeguard the good name and values of the charity;
  • To ensure the effectiveness and efficient administration of the charity;
  • To ensure the financial stability of the charity, including ensuring that robust systems are in place for internal financial control and the protection of the charity’s funds and assets;
  • To protect and manage the property of the charity and to ensure the proper investment of the charity’s funds;
  • To ensure a fully effective and appropriate system for the recruitment, appointment and monitoring of the work and activities of the Chief Executive;
  • To act in the best interests of the charity, beneficiaries and future beneficiaries always;
  • To avoid any personal conflict of interest;

Other duties:

  • To undergo a thorough induction upon appointment and ongoing training to remain alert to, and aware of, their duties and responsibilities, and of the environment in which SVGCA operates;
  • To monitor the implementation of internal policies, which must include equality and diversity as well as health and safety policies and grievance and disciplinary procedures;
  • To ensure that risk assessments for all aspects of the business are carried out;
  • To maintain effective Board performance and ensure the effective and efficient administration of the charity including funding, insurance and premises;
  • To maintain absolute confidentiality about all sensitive/confidential information received in the course of Trustee responsibilities to the charity.

In addition to the above, each Trustee should use any specific skills, knowledge or experience s/he has to help the Board reach sound decisions. These may involve scrutinising Board papers, leading discussions, focusing on key issues, providing advice and guidance on new initiatives and other issues in which the Trustee has special expertise.

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