Operations Manager Job Application

Big Opportunity

We have a big opportunity opening up at Local Greens for the right person to join our team. We’re searching for our next Operations Manager. This role is vitally important to our daily running, liaising with the farms and suppliers, ordering and shaping the veg contents each week, and leading our packing team. Could it be you we’re looking for?

Pass this on to anyone who you think might fit the bill.
Closing date is 7th November 2021. Please send CVs and cover letters to info@localgreens.org.uk. We look forward to hearing from you!

JOB DESCRIPTION

Position:                        Operations Manager

Responsible to:            Managing Director

Responsible for:            Team of packing and delivery staff and an admin assistant

Overall Purpose:            Responsible for all aspects of weekly ordering, packing and delivery of Local Greens fruit and veg bags

MAIN JOB TASKS:

  1. Plan, order and manage fruit and veg bag contents each week
  2. Ensure all orders are packed and delivered accurately and on time
  3. Manage a team of packing and delivery staff and admin assistant
  4. Be responsible for the preparation and administration associated with packing and deliveries, ensuring accurate records are generated and maintained using our box scheme management software
  5. Be responsible for the logistics and equipment involved in packing and distribution of the veg scheme on Wednesdays and Thursdays
  6. Be responsible for Health and Safety associated with packing and deliveries
  7. Assist in dealing with new and existing customers of the veg scheme, helping to ensure accurate membership records are maintained
  8. Contribute to the overall strategic development of the packing and deliveries
  9. Be an effective and pro-active manager

 

  1. Plan, order and manage fruit and veg bag contents each week:
    • Liaise with suppliers for information about current and upcoming produce and pricing
    • Design bag contents, ensuring variety and interest
    • Confirm total bag type numbers and order accordingly
    • Manage add-ins and adjust order accordingly
    • Amend and confirm final order with suppliers and update customer management software and website.
  2. Ensure all orders are packed and delivered accurately and on time
    • Manage the packing shift each Wednesday
    • Quality check produce and amounts, manage order problems and suppliers as they arise
    • Report any last minute changes to the order to marketing team for inclusion in newsletter, social channels and website
    • Ensure all bags reach their destination with correct numbers and correct tags, managing any problems that arise on the day
    • Order necessary replacement produce
    • Troubleshoot any problems with collection points that occur Thursday morning, in collaboration with the admin assistant
  3. Manage a team of packing and delivery staff and admin assistant
    • Ensure holiday and sick leave cover is in place
    • Provide feedback, identify any training needs and enable the team to carry out tasks to the required level
    • Conduct packing day briefings ensuring all team members are aware of changes and priorities that week
    • Arrange and chair packing team meetings every six weeks
    • Develop new work/shifts and training as appropriate as the scheme grows
    • Recruit and manage all related staff cover such as holiday, sickness, maternity etc.
  4. Be responsible for the preparation and administration associated with packing and deliveries ensuring accurate records are generated and maintained using our box scheme management software
    • Complete planning and preparations for weekly pack within our software system; establish the number of bags to be packed, generate order list, packing lists drop summaries and collection sheets
    • On packing day, Wednesdays, check-in produce against what was ordered; check the prices on the invoices with the records and amend or query accordingly
    • Liaise with software engineer and programmer on any updates or changes needed to the system
  5. Be responsible for the logistics and equipment involved in packing and distribution of the veg scheme on Wednesdays and Thursdays
    • Manage re-usable bag stock and other packing materials
    • Purchase equipment for the packing including crates, labels, scales according to approved budget
    • Carry out necessary emergency repairs or call outs regarding the arch, collection points, sheds and padlocks
    • Manage Zipvan hire and organise emergency vehicles when necessary
    • Be responsible for maintaining essential equipment
    • Manage e-cargo bike sub-contractor deliveries
  6. Be responsible for Health and Safety associated with packing and deliveries
    • Be responsible for the health and safety of packing and delivery staff on Wednesday and Thursday
    • Ensure the arch and dispatch area are kept clean and orderly
    • Conduct annual and ad hoc Risk Assessments and, where appropriate, work with Managing Director to develop health and safety systems for packing and delivery
  7. Assist in dealing with new and existing customers of the veg scheme, helping to ensure accurate membership records are maintained
    • Respond to emails and calls from customers, ensuring all relevant information is recorded on the database
    • Answer the phone and general email, passing on enquiries to other members of staff as necessary
    • Oversee and support admin with customer queries where necessary
    • Provide cover for customer management tasks when admin is on annual leave
    • Update customers accounts for payments, credits, extra charges and run end of month reports and payments
  8. Contribute to the overall strategic development of the packing and deliveries
    • Provide feedback to the Managing Director
    • Work with Managing Director to develop logistics for packing and deliveries
    • Collaborate with Marketing Team to promote the veg scheme through digital media, leaflet campaigns and improve our presence at collection points
  9. Be an effective and pro-active manager
    • Organise and attend veg scheme meeting every six weeks
    • Attend general quarterly staff meeting  
    • Attend general meetings with our partner organisations, ie. Better Food Traders, when appropriate. Disseminate new knowledge or findings
    • Provide holiday cover for the admin assistant where required
    • Be prepared to cover other tasks when requested

SKILLS SPECIFICATION:

Essential

  • Creative and strategic project manager: you’ll be able to run and develop the packing, delivery and logistics of an established weekly veg box scheme and have the energy, drive and ability to improve and develop central systems
  • Confident team leader with excellent communication skills: you’ll have proven experience of supervising and motivating a team of workers and enjoy the challenges this brings
  • Excellent problem solver: reactive - you’ll be working to tight timescales in an environment, which can be challenging and unpredictable; pro-active - you’ll have the ability to develop the logistics and systems of the scheme
  • Logical, numerate, accurate: you are confident with arithmetic and able to work with numbers and weights
  • Energy and stamina: you are willing and able to do physical, outdoor tasks in all weathers
  • Responsible and reliable: this is a key role in small organisation, which relies totally on the dedication of our staff to keep all our business running 52 weeks of the year
  • Commitment to the aims of Local Greens: you’ll have an understanding of the sustainable food agenda. You’ll also have a keen interest in food and be used to “cooking from scratch”
  • Highly proficient with Word, Excel, Microsoft OneDrive. Training will be given for box scheme management software

Desirable

  • Experience working with food
  • UK driving license

CONDITIONS OF POST:

  • Permanent contract
  • 25 hours per week spread as follows:
    • Wednesday: 7.00am-2pm (7 hours)
    • Thursday: 9.00am-5pm (8 hours)
    • The remaining 10 hours can be split across Monday, Tuesday and Friday as needed, to ensure the needs of the role are met. Hours can be increased to meet the needs of a growing business
  • £27,300 p.a. £19,800 (pro rata)
  • Discounted fruit/veg bag each week
  • 20 days annual leave (pro-rata) plus bank holidays
  • 5 % Stakeholder pension scheme
  • Working from office based at Arch 1169, Bath Factory Estate, London SE24 9AJ, and from home

All posts at Local Greens will be expected to provide occasional ‘essential cover’ for other staff when necessary (i.e. to cover holidays and sick days).

Please submit CV and covering letter to info@localgreens.org.uk by 7th November 2021.