Assistant Project Manager at Swindon Foodbank

The following is a vacancy from Swindon Foodbank.

Job Vacancy

ASSISTANT PROJECT MANAGER for SWINDON FOODBANK – Circa £17,290 (pro rata 25hrs /week = £11,357 per annum) with likely additional hours at peak times.

This is a challenging part-time position with Swindon Christian Community Projects, to assist the Project Manager on a day-to-day basis. You will need to have a high level of fitness as the work involved is physically demanding.

The key skills required for this position include driving, orderliness, with a keen eye for detail and the ability to support the Project Manager in the organisation and management of the warehouse and distribution centres. You must be able to work with volunteers effectively and work under pressure. The work involves heavy lifting and moving of food stocks on a daily basis, therefore a high level of physical fitness is required. Good communication skills are essential as meeting and liaising with external partners and giving presentations at school assemblies and other groups is necessary. Critical to this role is the ability to work as a team player and have a strong commitment to being part of a team.

This position requires a person who:

A full, clean driving licence is essential as you will have to drive the Foodbank van.
Appointment will be subject to a DBS check, as the job involves working with potentially vulnerable clients.

To receive a copy of the job description please apply to our Administration Officer
Norma Bates – office@swindonfoodbank.co.uk

To apply for this position please submit the following by e-mail:

Return your application to Norma Bates at office@swindonfoodbank.co.uk entitling your e-mail “Assistant PM FB Job Application” or by post to St John’s Church Hall, Whitbourne Avenue, Swindon Wiltshire SN3 2LG

Applications should be submitted by 12 noon on Monday 21st November 2016
Interviews will be during the week of 28th November 2016.

Job Description

Line Management & Reporting to: Swindon Foodbank Project Manager

Hours to be worked: 25 hours per week negotiable between 08.30 – 16.30 on Mon, Tue, Thur &Fri. Overtime/TOIL in agreement with the Line Manager

Place of Work: Mobile Role – vehicle provided. Will be required to work at the SCCP registered offices and at satellite projects


Day to day delegated responsibility for the collection and distribution of donations, vouchers and food. Management of the team of volunteers associated with the smooth operation and management of the Swindon Foodbank project, its warehouse and distribution centres.

To undertake the day to day operations of the Swindon Foodbank and be the main point of reference for enquiries and volunteer recruitment, assisting with face to face liaison with partner agencies, stakeholders and the general public.



  • Liaising weekly with the Administration Officer regarding expenditure and income
  • Ensuring all relevant financial transactions and data is recorded accurately and timely
  • Management of issuing and receipt of vouchers
  • Receiving and recording donations and sponsorship
  • Use of company Fuel Card and Fuel Card, recording and checking mileage and receipts


  • Completion and control of Trussell Trust databases in liaison with Admin Officer ad Volunteers, enabling timely reporting
  • In liaison with the Admin Officer, ensuring the completion of SCCP databases, enabling timely reporting for Project Managers
    • Volunteers
    • Voucher holders
    • Stock in/out of the warehouse
    • Warehouse stocktaking
    • Donor management – contact details of churches, individuals, schools, supermarkets and businesses, weights of food donated and other items
  • Managing resources
    • Volunteer Induction & Training – arranging, personnel log, certificates etc.
    • Equipment – ordering and supplier management
    • Vehicles – servicing, insurance and road tax in liaison with the Administration Officer
  • Incident Reporting
    • Accidents, assaults, injuries
    • Other occurrences: theft, complaints etc.
  • Communications: providing information to support the production and delivery of
    • Monthly Newsletter
    • Thank you letters
    • Updating the Web site/Facebook Page

Diary Management

  • Assistant to and liaison with the Foodbank Project Manager
  • Management of Volunteer rotas, distribution staffing etc.
  • Management of the Harvest Festival period: donations, volunteers, collections and school or church presentations etc. in liaison with the Project Manager and Administration Officer


  • Volunteer Management
    • Creating and updating Task Outlines
    • Application and enrolment process
    • Organisation of appropriate training/induction/re-training
    • Ensuring appropriate References are secured
    • Ensuring DBS checks are undertaken

Data Protection

  • Ensuring the safe keeping and appropriate storage of sensitive information

To work flexibly, supportively and professionally within the different teams of SCCP
To respond to requests of assistance wherever and whenever necessary within reason
To cover the absences of the Project Manager and key volunteers

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