Operations Coordinator

About Pelican Parcels

Pelican Parcels is a Sussex-based charity established in 2018 which aims to ensure that local families and carers have the essentials for their families. The charity is growing at an incredible rate and demand for our services is high. In the first year we supported over 500 children and pregnant mums and by the end of 2023 that number had risen to over 5,700.  We envisage the demand for our service will continue to grow.

About this role

In this newly created part-time role, Pelican Parcels is looking for someone to coordinate the re-gifting of pre-loved baby and children’s items onto other families. To allow us to do that, we need a steady flow of good quality donations which need to be checked, sorted and organised by the Pelican team within our warehouse, in order to be ready to go out to families.

We are looking for someone who is willing to get stuck in, to maintain operations, identify improvements and suggest practical solutions. You will be able to work cooperatively with staff and volunteers but also be self-motivated and proactive about managing your own workload. This role is also about working with our Volunteer Coordinator to allocate tasks to our bank of volunteers, so the person we need will have to have great interpersonal and communication skills.

Importantly, we are looking for someone who can demonstrate they are passionate about wanting to help local children and families living in poverty.

Main responsibilities

Operations

• Coordinate the day-to-day running of the warehouse including sorting, washing, packing, monitoring stock requirements, maintaining accurate records and disposal of unsuitable items

• Responsible to the Head of Operations for oversight of stock, ensuring it is stored in a neat and safe manner, maintaining good stock levels.

• Maintaining a clean and safe environment and undertaking a weekly clean of all warehouse and office areas

• Co-ordinate process for receiving donations

• Keeping track of bulk stock requirements , spare parts and replacement items

• Responsible for coordinating and cost effectively sourcing adequate consumables as required for operations

• To communicate low stock items for monthly wish-lists

• Responsible as keyholder for unlocking/locking up the site securely

Referrals

• On a weekly basis, ensure referrals are organised by priority and ready for packing with Head of Operations

• Responsible for checking outgoing bundles, cots and buggies to ensure quality and safety standards are maintained, and safety instruction manuals supplied

• Ensure referrals are prepared and packed to best meet the needs of the families based on available stock

• Liaise with the Administrator to help manage the referrals collections process

People

• Responsible for ensuring volunteer sessions are professional, productive and fun and that volunteers are appropriately thanked for their time

• Coordinate new volunteer training with Head of Operations

• Responsible for allocating and supporting volunteers to understand and achieve all tasks required

• Ensuring volunteers remain engaged and motivated and understand Pelican Parcels’ values and objectives

• Help manage volunteer rota with Head of Operations and Volunteer Coordinator to ensure adequate resourcing levels on a weekly basis

Health and Safety

• Responsible, with Head of Operations, for all aspects of Health and Safety within the premises, ensuring safe working practices at all times and the safety of employees and volunteers. This includes but is not limited to; hygiene control measures and manual handling processes.

• Responsible First Aider on site (subject to training).

• Fire Marshal responsibilities (training will be given).

• Recording and reporting on H&S incidents and cascading to line management, where appropriate.

Skills and Experience

We are looking for a highly motivated person to join our team who demonstrates the following qualities:

• Calm, compassionate, friendly, sensitive, and sensible approach

• Excellent at juggling multiple priorities and deliverables

• Demonstrates responsibility, reliability, and integrity

• Non-judgemental, empathetic attitude

• Passionate about helping children living in poverty

Essential skills

• Time management skills with the ability to prioritise workloads and multi-task effectively

• Excellent communication skills

• Strong organisational skills

• Methodical and proactive

Desirable skills

• Volunteer management experience or experience of working with volunteers

• Experience (direct or indirect) of living in poverty or as a single parent

Job details

Salary: £12,125 per annum for 20 hours p/w (FTE £22,734)

Hours Monday to Thursday 9.30am-2.30pm

Annual leave: 28 days including bank holidays, pro-rated. Plus the charity closes for Christmas and these additional days are given as extra.

Location: Unit 9 Industrial House, Conway Street, Hove, BN3 3LW

Probation period: 3 months

Reporting to Head of Operations

Please send a cover letter outlining your suitability and interest in the role, along with a CV to shelley@pelicanparcels.org.uk. 

Closing date for applications: Wednesday 25 September 5pm

Interviews will be held 2nd and 3rd October