We are very excited to announce that WWOOF UK is recruiting a new Coordinator for 4 days per week on a permanent contract.
Full Job Description
Job Title: UK Coordinator (must be based in the UK)
Contracted hours: 4 days / 30 hours per week
Salary : £19.19 per hour, 7.5 hours a day, 30 hours a week
£37,420 annually pro rata – £29,936 actual gross
NB: WWOOF UK has a flat payment structure, with all workers paid at the same rate.
Days: Tuesdays and Thursdays are core days for the staff team, so there is a strong preference for applicants to be able to work these. There is also a monthly evening video call with Trustees and occasional in-person day and weekend meetings, some of which may be residential (no more than 3 per year). Other working days / times are negotiable, flexibility is encouraged.
Pension and holidays: WWOOF has an occupational pension scheme which, if eligible, the appointed person may enrol into. Statutory paid holiday entitlement is given to all staff i.e. 28 days per year, pro rata. Please note, this figure also includes Bank Holidays, so 22.4 days (including Bank Holidays) for this role.
Post duration: this is a permanent post and a key role for WWOOF UK, so we are looking for someone who can commit to the role and to the organisation for the long term (5 years or more).
Probationary period: 6 months, with 3 review points
Location: working from home from within the UK, with occasional travel. There are funds for essential equipment, if eligible.
Overview: This is a very varied role, absolutely central to the smooth running of the organisation and essential for maintaining WWOOF UK as an effective and ethical charity. It includes managing organisational administration and budgets, human resource and strategy functions, complaints between members and legal compliance. The holder will also be a key link between the staff team and the Board of Trustees. The holder must be motivated in ensuring smooth operations, active in pre-emptive problem solving, fair and considerate in dealing with interpersonal issues and organised across their varied workload.
You will need to be a collaborative person, a team player, acknowledging and respectful of the opinions of others and of the direction that the steering group wishes WWOOF UK to proceed. It will be essential to work within the policies of WWOOF UK and to have the willingness and flexibility to go the extra mile when needed.
Job Tasks and Duties
1. Organisational management and staff team lead
a. Ensure the staff team are working effectively and efficiently in line with WWOOF UK’s strategic objectives, policies and Operational Plan.
b. Ensure that all operational decisions made are recorded in the relevant place and remind staff and Trustees of decisions taken, where necessary
c. GDPR and compliance lead (including National Minimum Wage issues)
d. Proactively monitoring developments that might impact on the strategic and operational direction of WWOOF UK, for example political and societal trends, legislative changes, etc.
e. Be the primary communication link between WWOOF UK Trustees and WWOOF UK staff
f. In conjunction with Trustees, establish suitable strategic aims for WWOOF UK and take responsibility for their delivery through Operational Plans
g. In conjunction with Trustees, define indicators for success of projects and strategic aims and monitor these
h. Oversee the updating, filing and storage of organisational documents e.g. handbooks, strategy and policy, annual reports, articles of association etc.
i. Chair staff meetings or delegate as appropriate. Contribute to the agenda, at all times helping to identify, discuss and implement improvements to WWOOF UK and the staff team
j. Organise (to include staff reports) and attend Council meetings and AGM
k. Monitor and maintain the overall satisfaction of WWOOF UK members
2. Trustee Liaison and support
a. Foster a productive and constructive relationship with the team of Trustees, communicating with the appropriate Trustees as per their areas of responsibility
b. Provide operational insight, detail and opinions in the development of WWOOF UK’s strategic and business planning
c. Work with Trustees to develop and deliver appropriate and successful budgets for WWOOF UK
d. Together with appropriate Trustees, define the roles of staff to meet project needs and strategic aims and ensure these roles are fulfilled
e. Contribute to the agenda, at all times helping to identify, discuss and implement improvements to WWOOF UK and the Trustee team
f. Assisting with skills / needs evaluation of the team of Trustees and assisting with recruitment and training of new and potential Trustees.
g. Attend support and supervision meetings with a designated Trustee (4 – 8 times per year, as appropriate and agreed)
3. HR Procedures and Administration
a. Keeping the Staff and Policy Handbook updated in response to changes in legislation, compliance requirements and circumstances
b. Review and update job descriptions and employment contracts where necessary
c. Timetable in and perform all HR related tasks and operational support to both staff and contractors including an annual 1:1 review; exit interviews where appropriate; identify training needs as these arise and support in identifying longer term career pathways (where possible)
d. Monitor the work of staff and offer constructive feedback
e. Lead the process of staff recruitment and induction
f. Work with each staff member to ensure that relevant handover documents are created and filed in a central place
g. Ensure new staff complete a Risk Assessment and Desk Assessment / Working with Display Screen Equipment (DSE) and request annual reassessments from existing staff, currently December / January
h. Maintain accurate annual leave, sickness and TOIL request records for all staff
i. Advise and support in any grievance and disciplinary processes
4. Complaints
a. Be the main point of contact for WWOOF UK members airing concerns or complaints of any nature
b. Triage complaints effectively, dealing with any safeguarding concerns as a priority, and clearly documenting actions and resolutions
c. Keeping a record of hosts or WWOOFers where multiple complaints or poor reviews have been received, and discuss potential actions with the Host Contact
d. Monitor numbers and types of complaints in order to report to Trustees
e. Alongside a nominated Trustee, lead on Safeguarding
f. Keep a log of all issues relating to immigration and be the point of contact for anyone affected
g. Lead in any attempts to resolve immigration issues encountered by WWOOF UK
NB: As part of the WWOOF UK team, your role may occasionally and temporarily be altered to help others or complete a task not specifically within your remit to generally ensure the smooth running of the team.
Requirements
1. Knowledge / Experience of WWOOF
a. A good understanding of and / or experience of WWOOFing or being a host
b. A passion and belief for what WWOOF is trying to achieve in this world, and a willingness to ‘go the extra mile’ to help make things work
2. Knowledge / Experience / Ability to resolve disputes
a. Has an excellent ability to assess the seriousness of complaints and prioritise appropriately
b. Has an empathetic approach to problems and ability to see both sides
c. Understands diplomacy and has the ability to suggest solutions which resonate with the ethos of WWOOF
3. Knowledge / Experience of Organisational Procedures
a. Has a good working knowledge of IT packages including documents and spreadsheets, Google Workspace and file-sharing eg. Google Drive
b. Excellent organisational and time management skills
c. Excellent reporting skills (both verbal and written)
4. Knowledge / Experience of HR
a. An effective working knowledge of HR processes and systems
b. Has an up to date knowledge of employment legislation and related compliance issues and where to source this current information
c. Confident in summarising complex information and legislation to add to internal documentation
d. Ability to assist staff in making the very best of their skills in their role, encouraging improvement, training and skill sharing
5. Skills and Qualities
a. Excellent communication / interpersonal / relationship skills and a thorough command of written and spoken English
b. Highly skilled in conflict resolution
c. Resourceful and effective in problem solving
d. Can work on own initiative
e. Demonstrates attention to detail
Accountability
You will be accountable to the Trustees of WWOOF UK.
Application Process
How to apply: Please send a cover letter (two pages maximum) and a CV (two pages maximum) and outlining how you meet the requirements and what you think you can bring to the WWOOF team via this role. Please email your application to recruitment@wwoof.org.uk
Deadline for application: 9am, Monday 16th September 2024. We cannot accept applications after the deadline.
Shortlisting: We will be shortlisting for interview by Friday 20th September and will contact all applicants to inform them of whether or not they’ve been shortlisted.
Interview dates: An initial Zoom call will be held with shortlisted candidates in the week of 23rd September. Second interview dates / next steps will be shared afterwards with selected candidates.
Start date: The job will start straight away if the successful applicant is available, or as soon as possible thereafter.
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