Job Title: / Rehoming Centre Assistant Manager (Administration)
Reporting to: / Rehoming Centre Manager
Location: / Dogs Trust Rehoming Centre
Revised: / October 2001
Summary
Answerable to the Manager and working within the management team with primary responsibility for office management, the supervision of reception staff, and the compilation of accurate records, but also required to be familiar with the duties of other members of the management team in order to stand in for them during periods of absence.
Duties
- Responsible for keeping accurate and up to date records of dog movements, veterinary appointments, adoptions, foster dogs, neutering vouchers and any other such records required by SOPs, AGIs, by custom or as requested by Head Office.
- Responsible for the daily cashing up, for security of cash, for keeping accurate accounts and for weekly banking.
- Responsible for ensuring that receipts are issued for monies received, that donations are correctly accounted for and properly acknowledged.
- Responsible for the management of the Rehoming Centre office.
- Responsible for the management of the reception area, its cleanliness, its overall presentation, including stocks of leaflets and for the supervision of the staff working within reception.
- Responsible for maintaining the highest standards of customer care and for ensuring that customer queries are dealt with in a timely and efficient manner.
- Responsible for keeping a register of volunteers and for the administration and documentation of volunteers as specified in the appropriate AGI.
- Responsible for coordinating visits by sponsors to their sponsor dogs and for answering queries relating to those dogs.
- Responsible for keeping records of staff attendance, holidays and sick records.
- Report to the manager and maintenance staff any defects or maintenance requirements in the office and reception areas and coordinate the work of the maintenance staff throughout the Rehoming Centre.
- Ensure that stocks of stationery, cleaning materials etc are maintained at an adequate level.
- Be thoroughly familiar with SOPs, AGIs and the policies of Dogs Trust.
- Assist the Manager with the recruitment, selection and training of staff.
- Develop and maintain a good working relationship with other members of the staff, helping to foster good morale within the Centre, anticipating problems within the staff, advising the Manager of such problems and helping in their resolution.
- Promote the work of Dogs Trust, and specifically the Centre, through the media, the public, local vets etc, whilst always protecting the image of Dogs Trust.
- Assist the Manager in ensuring that all Health and Safety procedures, as deemed necessary after assessment of risk, are implemented and followed.
- Develop a sound knowledge of the roles of the Manager and Assistant Manager (Operations), in order to carry out their duties during periods of absence.
- If resident at the Centre, carry out night duties as required.
- Carry out other duties as directed by the Rehoming Centre Manager, Assistant Field Directors, Field Director or Chief Executive.
Person Specification
The successful candidate will have supervisory experience with proven dog welfare, administrative and customer care skills.
Good communication skills, both verbal and written with good organisational and interpersonal skills are essential. A self-motivator with huge amounts of energy, commitment and enthusiasm.
The successful candidate must have a clean and current driving licence. It would be beneficial if the applicant has some experience in a similar environment.
A commitment to the aims and objectives of Dogs Trust is important.
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