Operations and Governance Systems Manager

Location: Greenhouse Church, Winnersh
Hours: 10-20 hours per week (Flexible, dependent on operational needs and meeting schedules)
Contract Type: 3 month contract (with review after 6-8 weeks)

About The Role

The Greenhouse Hurst is a local church committed to serving our congregation and wider community, operating as a registered charity under UK law.

We are seeking a specialised, values-aligned Operations and Governance Systems Manager to develop, implement, and maintain the critical operational systems, policies, and governance structures that underpin our charity's effectiveness and legal compliance. This is a strategic role, focused on building a robust, resilient, and compliant organisational foundation for long-term growth.

Role Summary

Reporting to the Lead Pastor, the Manager will be the lead operations specialist responsible for charity governance and operational system development. This role involves working closely with the spiritual leadership team and the Trustees to ensure the organisation adheres to all UK charity regulations, manages its risk profile effectively, and operates with clear, documented procedures across all ministry areas. This person would oversee operational team employees and volunteers.

​Key Responsibilities

1. Charity Governance and Compliance (Primary Focus)

• Regulatory Compliance: Act as the internal specialist for ensuring continuous compliance with UK Charity Commission regulations, HMRC, and other relevant statutory requirements (e.g., GDPR, Health & Safety, Safeguarding).

• Trustee Support: Organise, prepare for, and provide high-level support for all Trustee Board meetings, including detailed agendas, minute-taking, preparing comprehensive board packs, and following up on actions.

• Governance Documentation: Develop, review, and maintain all core constitutional and governance documents, including trustee policies, conflicts of interest registers, and annual return submissions.

• Data Management in Key Governance Areas: GDPR, Health & Safety, Safeguarding, Data management

• Risk Management: Develop and maintain the charity's central Risk Register, ensuring risks (financial, operational, reputational, safeguarding) are identified, evaluated, and mitigated through effective policy and control implementation.

2. Operational System Development and Policy

• Policy Development: Update and effectively implement the full suite of operational policies and procedures (e.g., Financial Controls, Volunteer Management Policy, Data Protection Policy, Whistleblowing Policy) to standardise processes across the organisation.

• Process Mapping: Map and streamline key administrative, volunteer, and event processes to create documented, repeatable workflows, ensuring efficiency and clarity for all staff and volunteers.

• Digital Systems Oversight: Manage and optimise core administrative systems (e.g., ChurchSuite, Google Workspace, CRM) to ensure data integrity, security, and maximum operational efficiency.

3. Financial and Legal Administration Support

• Budget & Financial Policy: Work with the Greenhouse Bookkeeper and Trustees to ensure financial policies and expenditure controls are rigorously followed. Manage the reconciliation of monthly financial reimbursements in line with established procedures.

• Contract and Legal Administration: Oversee the administration of church contracts, leases, and service agreements, ensuring all legal requirements are met and documented appropriately.

4. Strategic Volunteer & Safeguarding Systems

• Safeguarding Compliance: Take primary responsibility for maintaining compliance with the church's Safeguarding Policy, ensuring all volunteer roles requiring checks have the appropriate background screening (e.g., DBS) and training records are up-to-date and compliant.

• Volunteer Onboarding Systems: Design a scalable, system-driven process for volunteer recruitment, induction, training, and record-keeping that satisfies regulatory and internal policy standards.

Person Specification

Essential Skills and Experience

• Each employee of the Greenhouse would need to personally reflect our Christian belief that they are primarily a servant of Jesus Christ and as such, Greenhouse shall only employ individuals who:

(a) profess a belief in Jesus Christ as their personal Savior and Lord; 

(b) profess belief in the mandate of the local church; and

(c) subscribe to the vision and values of the Greenhouse Church. It would be our preference that this person be an active member of Greenhouse Church or another local church. 

• Proven, in-depth experience and understanding of UK Charity Governance and compliance requirements (Charity Commission regulations, Trustee duties, etc.).

• Demonstrable experience in developing, documenting, and embedding operational policies and administrative systems within an organisation.

• Exceptional organisational, written, and verbal communication skills, including a proven track record of accurate and concise minute-taking for Board-level meetings.

• A highly self-motivated and proactive individual with the ability to work independently, manage a complex workload, and maintain confidentiality.

• A commitment to the Christian faith and the mission of the local church.

Desirable Attributes

• Direct experience working in a regulated charity, faith-based organisation, or the public sector.

• Familiarity with church-specific data management systems (e.g., ChurchSuite).

Working Environment

This is a flexible, hybrid role. While the focus is on systems, occasional attendance at meetings (including occasional evening Trustee meetings) is required.

How to Apply:

Please send your CV and a short cover letter outlining your experience in charity governance and operational system development to info@thegreenhousehurst.co.uk by 1 December 2025.