Working for Assisi

Join our team and help make a difference to  Animal Welfare in Northern Ireland with  Assisi Animal Sanctuary

Current positions:

Animal Welfare Manager – Full Time Permanent

Animal Welfare Reception Administrator – Full Time Permanent

Animal Welfare Assistants x 3 – Full Time Temporary (6 months)

Job Title: Animal Welfare Manager         

Hours of work: 37.5 hours per week (Monday-Sunday on a rota basis, including bank holidays)

Location of Job: Assisi Animal Sanctuary, 1 Old Bangor Road, Conlig, BT23 7PU                                                             

Salary: Scale 5: £31,683 – £34,980                                                                               

Line Management: Reporting to Chair of the Board

Direct Reports: Dog Unit Manager 

                            Cat and Small Animals Unit Manager

                            Reception and Administration Assistant

                            Estates Assistant

                            Animal Behaviourist                             

Purpose of the role:

The post holder will have primary responsibility for the day-to-day operations at the Sanctuary. Along with the unit managers, the Animal Welfare Manager will ensure the highest standard of animal care is in place for all our animals. This is a public-facing role, with responsibility for oversight of our Outreach programme, managing relationships with animal welfare within the council, other animal rescues and representing the charity at NICAWG. Excellent communication and people skills are required.

To promote the Mission, Vision, Values and Core Principles of Assisi Animal Sanctuary, taking a positive approach to supporting a workplace that celebrates success and embraces learning opportunities. Be responsible for meeting appropriate standards of performance. To ensure that Assisi is legally compliant in all areas using the retained consultancies as appropriate.  Support all managers, staff and volunteers at the Sanctuary as well as visitors and suppliers to remain safe and well whilst associated with Assisi. Ensuring the highest-quality visitor and supporter experience when on-site and being the face of the organisation to the public.

The position is a keyholder position, which will involve ad-hoc callouts to premises in the event of emergency.

A dynamic individual with excellent communication skills is required, with a passion for the cause: the role is contributing to Animal Welfare in Northern Ireland and ensuring an excellent service is provided to all stakeholders of the organisation.

Key Responsibilities:

Animal Welfare

  • To promote and communicate Assisi Animal Sanctuary’s aims, mission, policies and work clearly and effectively.
  • Take overall responsibility for the welfare of all animals at the Sanctuary, supporting the unit managers in meeting the highest standards of care. While unit managers are responsible for the day to day animal welfare delivery, the Animal Welfare Manager has overall responsibility for animal welfare standards at the sanctuary.
  • Ensuring that the Assisi name becomes synonymous with good animal welfare for animals in our care
  • Reporting on animal welfare to the Board on a monthly basis
  • Identifying opportunities to improve animal welfare at the sanctuary and working with staff to effect change, raising any issues with the Board of Trustees
  • Responsible for ensuring all staff are fully trained on animal welfare standards
  • Ensure that training programmes are delivered by staff and external consultants for those animals in our care who require additional support and that accurate records are kept.  Work with external consultants where beneficial to deliver specialist advice for veterinary, clinical and behavioural issues.
  • Effectively challenge direct reports and other staff on animal welfare where standards are not met
  • Be able to conduct themselves in a calm and professional manner around euthanasia decisions at the Sanctuary, demonstrating emotional resilience and supporting staff and volunteers throughout the decision-making process. Being the final decision maker in cases of euthanasia.

Leadership

  • To lead, inspire and motivate staff and volunteers through a visible, enthusiastic and positive presence at the Sanctuary. Tackling issues and challenges head-on and being proactive in seeking resolution to issues as these arise.
  • To create a ‘learning environment’ within the organisation and leading by example. Demonstrating a growth mindset and encouraging this in others
  • Working with the HR Advisor to develop and maintain an environment that attracts and retains the best staff and volunteers
  • Line managing the unit managers, estates assistant and reception and administration assistant and supporting and developing them in their roles through regular 1:1s, coaching and mentoring.

Sanctuary Operations

  • Overall responsibility for ensuring the effective and efficient daily management of the Sanctuary in respect of visitor welcome, presentation, cleanliness, safety and security.
  • Manage maintain sanctuary/overheads budget ensuring best value for money is consistently achieved
  • Authorisation for carrying out essential works and approving invoice payments
  • Project management as required
  • Responsibility for ensuring all Sanctuary policies and procedures are effective, accurate, fully documented and regularly updated, and that staff have access to these and are fully trained on them, in line with an agreed governance framework
  • Ensure maintenance of the site is upheld to an acceptable standard, through use of a maintenance book, ensuring good housekeeping across all areas of site at all times.
  • Responsibility for Health and Safety – ensuring all Security, Health and Safety policies and procedures are adhered to in order to provide a safe and secure environment for staff, customers and company assets, reporting any concerns or incidents to the Board of Trustees.
  • Creating a culture of Health and Safety excellence, through demonstrating leadership in this area and ensuring any health and safety issues are resolved and that a culture of reporting issues by staff and volunteers is established. Identifying any opportunities to improve health and safety standards and implementing change to policies and procedures.
  • Monitor health and safety risks and hazards in the workplace and carrying out regular Health and Safety risk assessments, mitigating any risks identified in the process. Working with our partners to ensure the highest standards are enforced throughout the sanctuary
  • Advise employees on how to minimise or ultimately avoid risks and hazards in the workplace through training, and having responsibility for ensuring all staff complete this training in a timely manner
  • Carry out regular audits and inspections to check that policies and procedures are being properly implemented.
  • Responding to out-of-hours emergency responses as these arise as notified by our third-party security supplier
  • Ensure the safe delivery of all events and open days where these occur at the sanctuary
  • Ensure that adequate supplies of all equipment and foods etc are held and regular stocktakes are done to ensure that replacement stock is ordered in a timely manner and within budget.

Community engagement

  • Representing the charity to the local community and engaging with stakeholders, raising the profile of the charity and the work that we do
  • Managing the delivery of the Outreach programme
  • Representing the charity on industry bodies, including NICAWG and ADCH
  • Where required, engaging with the media and comms, supported by the Fundraising and Communications Manager
  • Working effectively with key stakeholders in the community and demonstrating leadership in animal welfare through relationships with local vets, animal welfare staff within the local council, pounds and other animal rescues and grassroots groups. Ensuring the Assisi name is associated with being a visible, effective and positive presence in the animal welfare ecosystem
  • Engaging with charity members and presenting at the AGM
  • Engaging with the Probation Board and the Fundraising and Communication Manager for corporate volunteers, ensuring they have a good experience when onsite and that the charity benefits from their work

Communication and reporting

  • Ensuring effective internal communications are happening throughout the charity with staff and volunteers – whether face to face, email or otherwise
  • Managing staff and volunteers’ feedback, ensuring it is responded to in a timely and appropriate manner. Actively listening to the feedback of those who work for and support the charity, and ensuring there are effective channels for this to be raised. Ensuring issues are actioned effectively, flagging to the Board of Trustees where needed, and reported back on regularly to all stakeholders.
  • Reporting to the board of trustees on sanctuary operations in an agreed format on a monthly basis, with regular communication outside of board meetings by email / phone
  • Ensure that regular Sanctuary team meetings take place on at least a monthly basis to maintain communication and awareness of issues relating to all Sanctuary matters, and that the appropriate follow ups are done and staff have access to minutes

Customer Care

  • To take the lead on setting and delivering quality standards for customer care throughout the Sanctuary
  • Respond promptly to customer complaints, and record, monitor and report on these as well as compliments, through the agreed procedures.
  • Ensure that all staff understand the importance of excellent customer service and that they deliver customer service of the highest standards at all times. Training staff effectively on customer care.
  • Ensure the highest standards of customer care are delivered to all Sanctuary visitors and contacts, by presenting a professional and friendly approach both face to face and on the telephone at all times and ensure that any queries are dealt with in a timely and efficient manner.

Additional Requirements

  • Liaise with the outsourced IT company for any hardware or software challenges
  • Carry out any other duties as may be reasonably directed by the Board of Trustees.
  • The normal hours in this role are 37.5 per week, working 5 days out of 7, with some of those days falling on a weekend. The post holder will be expected to be onsite for those hours. There will be times when longer hours will be required, for which time off in lieu may be granted.  Overtime is not normally paid.
  • The above duties are not exhaustive and this job description will be reviewed periodically.

Person specification

In order to meet the full requirements of the post, applicants must hold the qualifications specified, have experience in and/or be able to demonstrate competence in the following areas:

Essential Criteria

  • Five GCSE’s at grade C or higher, including English and Maths (or equivalents)
  • Qualified to National Diploma Level, NVQ 3 or equivalent in animal care/welfare or three years experience in a similar position
  • One years paid or voluntary experience of working in an animal rescue environment at a supervisor level or higher
  • Have an excellent level of written and verbal communication skills and be able to discuss the welfare and management requirements of animals within a team environment and with members of the public, charity members, board members and community groups.
  • Excellent  communication skills – ability to communicate well with customers, volunteers and colleagues. Ability to challenge others effectively.
  • Ability to use initiative and take responsibility, prioritise work accordingly through excellent time management, planning and organising skills. Strong follow-through ability, ensuring things get done.
  • Proficient in the use of MS Office products with experience and knowledge of Excel, Word & Outlook, as well as use of social media
  • Full drivers licence required
  • Enthusiastic, self-motivated and committed to working to a high standard
  • Passionate and committed to the aims and charitable objectives of Assisi Animal Sanctuary
  • Flexible and adaptable approach to work and ability to remain calm and work under pressure

Desirable Criteria

  • Animal care/welfare qualifications above that of National Diploma Level or NVQ 3
  • Customer Care qualification
  • Experience of an animal database (e.g. Anilog)
  • ILM qualification

This role profile is not exhaustive and can be amended at any time to suit the changing needs of the Sanctuary

To apply for this position please send an up to date CV to clare@assisi-ni.org  Closing date for applications 4pm Friday 19th August 2022 

Job Description

Job Title: Animal Welfare Reception Administrator

Hours of work: 37.5 hours per week

Location of Job:  Assisi Animal Sanctuary, 1 Old Bangor Road, Conlig, BT23 7PU

Salary: Pay Band 1£ 20,094 – £22,185                                                                                                   

Line Management: Reporting to the Animal Welfare Manager

Purpose of the role:

The animal welfare receptionist will act as the first point of contact to our customers and will provide an excellent service to all who contact the Sanctuary either in person or via the telephone.  They will support the animal welfare team in a variety of administrative tasks to aid the efficient rehoming of animals

A dynamic and energetic individual with excellent communication skills is required along with a passion for the cause.  The role is ultimately contributing to Animal Welfare in Northern Ireland and ensuring excellent relationships are developed and maintained.

Key Responsibilities:

  • Act as the first point of contact for the Sanctuary to all visitors providing a high quality service to customers by accurate and timely completion of tasks.
  • Record and process messages, enquiries and important information and communicate accurately and effectively to the appropriate person.
  • Provide a first-class re-homing service to customers, explaining paperwork to adopters and making them aware of relevant processes such as veterinary appointments and medication.
  • Maintain accurate records of admissions, re-homing and financial information of all animals on a daily basis.
  • Request medical histories from vets and collate weekly vet lists.
  • Take photographs of the animals using them for record purposes, website and social media
  • Produce an end of day banking report and cash up monies received.
  • Liaise with fundraising team and share information and stories for fundraising opportunities.
  • Receive food, toys, blanket and towel donations from members of the public and pass any specific information onto supporter care/fundraising team.
  • To promote and communicate Assisi Animal Sanctuary’s aims, mission, policies and work clearly and effectively.
  • Be able to work under own initiative and as part of a team.
  • Ensure compliance with policies and procedures around safeguarding, risk assessment, data protection and GDPR.
  • Ensure all appropriate, related policies and procedures are kept up to date and distributed as necessary.
  • Attend any relevant and appropriate training courses to further develop skills and the role in general.
  • Ensure the maintenance of confidentiality in respect of staff, volunteers and supporter records and all information relating to the Charity.
  • Help with any other activities deemed suitable.

Collaborative working

  • Work closely with the animal welfare and the fundraising teams to learn and share knowledge.
  • Maintain confidentiality in relation to all information during employment with the organisation and in any subsequent employment.
  • Always present and portray a positive and professional image which promotes Assisi’s vision, aims, values and objectives.
  • Adhere to all Health & Safety responsibilities and procedures to minimise risk in line with the organisations Health & Safety Policies and full risk assessments carried out as necessary.
  • Actively promote diversity and equality within area of remit and across the organisation.
  • Undertake any other special projects or duties, which may from time to time be requested and which are commensurate with the duties and responsibilities of the post.

Person specification

  • Excellent communication and interpersonal skills with meticulous attention to detail.
  • Excellent written and spoken English with a confident and professional manner on the phone, by email and face to face.
  • IT literate with good knowledge of Microsoft Office.
  • Excellent time management and ability to work to tight deadlines.
  • Ability to work effectively as part of a small team and to take initiative when appropriate.
  • Excellent organisational skills, strong attention to detail and a high level of accuracy.
  • Ability to organise own workload and adapt to changing demands in a busy environment.
  • Energetic, enthusiastic, self-motivated and committed to working to a high standard.
  • Keen interest in Animal Welfare.
  • Passionate and committed to the aims and charitable objectives of Assisi Animal Sanctuary.
  • Flexible and adaptable approach to work with the ability to remain calm and work under pressure.

This role profile is not exhaustive and can be amended at any time to suit the changing needs of the Sanctuary.

To apply for this position, please send an up to date CV to clare@assisi-ni.org   Closing date 4pm Thursday 11th August 2022.

Job Description

Job Title: Animal Welfare Assistant  x 3         

Hours of work: 37.5 hours per week (Monday-Sunday on a rota basis)

Location of Job: Assisi Animal Sanctuary, 1 Old Bangor Road, Conlig, BT23 7PU                                                         

Salary:  £10.10 per hour                                                                                       

Line Management: Reporting to Animal Welfare Manager

Purpose of the role:

Under the management of the Animal Welfare Manager, the post holder will ensure the effective day-to-day welfare of the animals and will maximise rehoming opportunites by carrying out agreed procedures and routines which support the animals, staff and volunteers.

To promote the Mission, Vision, Values and Core Principles of Assisi Animal Sanctuary, taking a positive and happy approach to supporting a workplace that celebrates success and learns from mistakes. Be responsible for meeting appropriate standards of performance.

A dynamic individual with excellent communication skills is required, with a passion for the cause: the role is contributing to Animal Welfare in Northern Ireland and ensuring an excellent service is provided to all stakeholders of the organisation.

Key Responsibilities:

  • Work as directed by the Animal Welfare Manager in any area that you are suitable trained to do so.
  • Care for all animals in the Sanctuary in an appropriate and welfare friendly manner, to include cleaning of kennels, grooming, feeding, enrichment, exercise and administration and recording of medication as required. Maintaining a high standard of good hygiene practices and good housekeeping across all areas of site at all times.
  • Work in accordance with Assisi policies and procedures and conduct intake, pre-assessments, and carry out animal assessments, highlighting any concerns or potential barriers to rehoming or admission to the Animal Welfare Manager.
  • Maintain accurate and up to date records on our animal management database, to include admission, adoption and behaviour, financial and veterinary information, as well as ensuring that all customer information is shared with the relevant function.
  • Deliver training programmes to those animals in our care who require additional support under the guidance of the Animal Welfare Manager. Ensure that accurate records are kept.
  • Ensure animals that are available for rehoming are positively promoted to maximise adoption and supporter opportunities across all available channels.
  • Assist customers to select animals through the process, appropriate to the circumstances by providing, customer friendly, accurate and relevant information and advice. Approaching each animal and adopter as an individual and making decisions as a collective on those animals that might be suitable. Ensuring that adopters are fully advised to welcome their new animal home.
  • Ensure the highest standards of customer care are delivered to all Sanctuary visitors and contacts, by presenting a professional and friendly approach both face to face and on the telephone at all times.
  • Be an Ambassador for the Charity supporting other functions with activities, such events, talks, and education activities, as required, taking every opportunity to fundraise, build supporter relationships and make lasting friendships. Receiving donations of food and bedding and ensuring that appreciation is shown to all Donors
  • Support and nurture our volunteers in the Sanctuary, ensuring they feel a valued part of the team and have access to your knowledge and experience to aid them in their volunteering role.
  • Take an active role in the Animal Welfare Assistant Peer group, sharing learning and experience.
  • Ensures all Security, Health and Safety policies and procedures are adhered to in order to provide a safe and secure environment for staff, customers and company assets.  Reporting any concerns or incidents to the Animal Welfare Manager.     

Essential Criteria

  • Qualified to National Diploma Level or NVQ 2 or equivalent in animal care/welfare
  • Good communication skills – ability to communicate well with customers, volunteers, manager, CEO and Trustees
  • Ability to use initiative and take responsibility, prioritise work accordingly through excellent time management, planning and organising skills
  • Proficient in the use of MS Office products with experience and knowledge of Word & Outlook
  • Enthusiastic, self-motivated and committed to working to a high standard
  • Passionate and committed to the aims and charitable objectives of Assisi Animal Sanctuary
  • Flexible and adaptable approach to work and ability to remain calm and work under pressure
  • Good standard of English and maths

Desirable Criteria

  • Animal care/welfare qualifications above that of National Diploma Level or NVQ 2
  • Customer Care qualification
  • Paid or voluntary experience of working in an animal rescue environment

This role profile is not exhaustive and can be amended at any time to suit the changing needs of the Sanctuary.

To apply for this position, please send an up to date CV to clare@assisi-ni.org . Closing date 4pm Thursday 11th August 2022.