Job Description

· Ensure the correct and efficient administration of the affairs of the branch in accordance with the Policies as determined by the Trustees, following our guidelines.

· Ensure that all changes or amendments to Society Policies, Branch Rules or other information received that may affect branch operations, are actioned as appropriate and brought to the attention of the branch trustees if necessary

· Maintain good working relationships with the appropriate Headquarters and Regional staff, including the Inspectorate, Vets, Council, other branches and animal welfare organizations

· Assist with arrangements and servicing of the Branch Annual General Meeting and any Extraordinary General Meetings as required, in accordance with Branch Rules and in liaison with the trustees and Branch Partnership Manager

· Monitor, develop and maintain all necessary operational and administrative systems, including the computer network

· Ensure that the branch is at all times operating within current legislation, Society Policy and best practice.

· Manage branch phone calls and emails from members of the public

· Develop and maintain the Branch website, Facebook and other social media presence

· Attend and other functions as considered appropriate by the trustees

· Develop Branch membership and volunteers in accordance with trustees’ requirements and within Society Policy

· Undertake and maintain all risk assessment and the overarching branch risk register

Branch Finances

· In close liaison with the Branch Treasurer and Finance & Governance Sub-Committee, ensure that Branch Accounts and other routine financial records are maintained as necessary for the proper administration of the Branch

· Complete and submit VAT returns in a timely fashion

· Prepare the annual budget and monitor progress; produce monthly financial reports; ensure expenditure is within agreed limits and that income generation targets are achieved

· In conjunction with the branch trustees, Finance & Governance Committee and the designated Auditor, ensure the production of Annual Branch Accounts for the end of each financial year

· In conjunction with the trustees and other relevant staff, ensure the preparation of the Branch Annual Report

· In accordance with Branch Policies, control financial assistance given to members of the public for veterinary needs

· In conjunction with the Branch Treasurer, verify and facilitate payment of all invoices and ensure the administration and payment of all Branch salaries

· Supervise the control and ordering of all materials, supplies and equipment required for the effective operation of the branch, ensuring budgetary controls are maintained at all times

· Have overall responsibility for all fundraising; look for sponsors; apply for grants

· Have overall responsibility for PR and campaigning activities undertaken by the branch

· Maximize profitability of existing branch shop and clinical facilities

· Oversee any expansion of retail and clinical services

Animal Welfare

· Oversee all aspects of Branch animal welfare work, including animal collections, vet trips, adoptions, transfers to Fosterers and operation of the Clinic

· Forge close working relationships with local authorities and the police.

· Oversee the Clinic, ensuring compliance with all current legislation/licensing conditions. Ensure monthly controlled drugs checks are actioned.

Staffing

· Ensure that the branch has adequate policies and procedures which are in accordance with current employment legislation and best practice. Ensure these are reviewed regularly and approved by the trustees

· Ensure that the Branch has a professional, motivated workforce and a culture of shared beliefs, open communication and a commitment to staff development

· Provide clear direction for the teams and deal with any performance, appraisal and grievance/disciplinary matters

· Arrange appropriate induction training for all staff and volunteers and identify all other training needs

· Regularly review staff working patterns to ensure compliance with the Working Time Regulations, taking corrective action where necessary

· Ensure all staff have regular 1:1 meetings as part of an overall performance appraisal system

· In accordance with data protection procedures, ensure personal records are maintained and secure

· Initiate and implement any necessary grievance and/or disciplinary procedure as per branch policies, in liaison with trustees and HQ/Regional Staff as appropriate, ensuring they are fully aware of the situation

· Lead the recruitment of volunteers to assist with animal welfare, running of the shop, fundraising and home visiting

· Maintain and manage the Branch staff holiday Rota.

· Ensure Cattery is staffed 24 hours a day, 365 days a year.

Retail

· Provide guidance and direction as appropriate to the deputy branch manager and volunteers, particularly regarding regulations and policy, legislation, Health and Safety matters and maintenance

· Ensure regular training is given to maintain up-to-date knowledge of government guidelines

· Management of all relevant external relationships in relation to the shop, including the landlord, waste Disposal Company etc.

· Maintenance of shop leases, including details of rent reviews, notice period and lease end dates

· Overseeing security of the shop premises

· Overseeing recruitment of shop managers as required

Health & Safety

· In close conjunction with the trustees and other staff, ensure the maintenance and repair of all buildings, grounds and equipment owned or leased by the branch, making sure that regular inspections take place and that all necessary work is completed.

· Ensure that all current Health and Safety procedures are in place ensuring the safety of staff, volunteers, and members of the public and any animals on branch property, including safety procedures for any equipment used

· Ensure the health and safety of all employees and visitors whilst on Branch property, and ensure compliance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations and all Health and Safety at Work legislation

· Ensure that all maintenance work carried out on branch facilities is compliant and at the best price possible.

· Ensure the safe, efficient and proper use of branch owned vehicles, making sure that proper checks are carried out at the appropriate intervals to ensure compliance of those vehicles with servicing and legal requirements

· Undertake the relevant checks if staff are using their vehicles for branch activities

Public Relations

· In conjunction with the trustees, initiate, organize and participate in fundraising events; provide assistance to volunteers organizing or helping with such events, and ensure compliance with all relevant legislation and Branch Rules

· Promote and encourage branch volunteers and employees to generate income through fundraising events and the sale of goods through branch outlets

· Support the Fundraising Committee as required

· Promote and encourage public interest in the work of the Branch and, wherever possible, solicit donations for its support

· Facilitate good media coverage about matters relating to the work of the branch

· Give presentations to interested outside bodies

· Promote goodwill amongst the general public by ensuring that the branch offers an accessible and friendly advisory service at all times

General

· Act as Project Manager in any future refurbishment or development of existing buildings or new sites

· Record and deal with complaints through the appropriate procedures, reporting or referring such matters to the trustees

· Attend any training courses required by the trustees

· Any other appropriate duties required by the Trustees.

Benefits:

• On-site parking

Work remotely:

• No

Required Knowledge, Skills, and Abilities

· GCSE English and Math plus 3 others · Animal welfare qualification (may be by experience) Degree in related subject · Animal welfare (extensive experience) · Customer service / working with the general public · HR / staff and volunteering management · Stakeholder management · Working as part of and leading a team · All main IT applications · Excellent leadership qualities with experience of managing staff and volunteers · Excellent communication skills · Good customer service skills · Strong literacy and numeracy skills · Strong IT literacy skills · Understanding of key legislation including GDPR, H&S and HR · Ability to motivate others. · Self-motivated · Ability to work under pressure · Sympathy with the RSPCA’s aims and policies · Flexible and positive approach to work