Office Manager

Salary: £36,000 – £45,600 per year

03076 Office manager London £36,000 – £45,600 pa

Job Title: Office Manager

Pay: £36,000 – £45,600 pa 

Location: London SE1

Industry Sector Non Profit Charity 

Type Full Time Permanent Office Based 

JOB BACKGROUND:

Finance and Operations

The Finance and Operations team exist to provide effective organizational support to the work of THE COMPANY. This includes all aspects of day-to-day financial operations as well as the financial management of THE COMPANY, its pension schemes and organizational compliance. In addition, the team manages all facilities-related support including IT and phones, postal services and operational HR. 

JOB BACKGROUND:

Finance and Operations

The Finance and Operations team exist to provide effective organizational support to the work of THE COMPANY. This includes all aspects of day-to-day financial operations as well as the financial management of THE COMPANY, its pension schemes and organizational compliance. In addition, the team manages all facilities-related support including IT and phones, postal services and operational HR. 

JOB PURPOSE:

The Office Manager will be responsible for maintaining effective office procedures & systems, managing building and facilities including IT provision via third party contracts and supplier management, human resource management and assisting Director of Finance & Operations with the smooth running of the organization. In addition, they will help ensure that The company operations are in line with its stated policies in the areas of safeguarding, GDPR and Health and Safety. 

Principal Accountabilities

% Time

1 Office management

To support the smooth day-to-day management of the COMPANY office through the oversight and development of effective procedures and processes.

a) Maintain and further develop office systems and procedures, ensuring the smooth running of the office, including coordinating IT issues and office supplies. 

b) To be responsible for all office resources and to liaise appropriately with suppliers including providers of office telephones and mobile phones, continuously seek value for money. Ensure that office resources and supplies stock level is maintained as required.

c) To oversee all postal arrangements – incoming post, the franking of out-going post and all courier deliveries. 

d) To manage effective relationship with IT contractors (including printers) to ensure organization have required IT support and achieve value for money, to act as the main point of contact for the outsourced IT support company including the coordination of regular and emergency visits by the IT support company

e) To act as first point of contact for office, facilities, health and safety and safeguarding matters and appropriately direct/deal with the matter.

f) Provide administrative support to the Director of Finance and senior management team as required.

g) Maintain assets register and liaise with the finance team.

h) Support staff for office space provisions and health and safety.

i) Procure office equipment, furniture and fixture as required.

30%

2 Facilities Management

a) To support the Director of Finance by running a room booking system for staff, tenants and external clients. 

b) To manage a range of Supplier and Maintenance contracts including cleaning, security, repairs etc and, oversee coordination of scheduled work (including PAT testing for all appliances) and to keep staff informed at all times of any scheduled work that may cause disruption.

c) To manage utilities contracts and procure competitive prices and take necessary steps to aim for energy efficient building.

d) To liaise with the tenants to ensure that the shared facilities are clean, safe and well maintained.

e) Manage Capital and Building work.

f) To manage tender process for new suppliers.

g) To ensure the building is secured and appropriate access are issued to various groups.

h) To ensure the appropriate insurance policies are in place for building and content.

i) To undertake any other duties that may reasonably be requested commensurate with facilities management.

30%

3 Human Resources 

To manage human resources function and provide administrative support to the General Secretary and Director of Finance and Operations by:

a) Drafting documentation related to HR operational services including those relating to recruitment processes, or amendments to the terms and conditions of employment of staff as directed by the General Secretary. 

b) Absence Management: manage online system to record absence (sickness, holiday TOIL)

c) To update the staff handbook on an annual basis as directed by the Director of Finance. To set up the administrative processes for new employees including payroll, DBS, right to work, references etc. 

d) Implement, manage and maintain record keeping of confidential personnel files ensuring they are kept up to date, accurate and compliant with legislation, following guidance from the Director of Finance and HR Consultant.

e) To coordinate the timetable for the annual appraisal of staff and to ensure all staff rare appraised. To organize internal training programmes as directed by the General Secretary or Director of Finance 

f) Provide the monthly payroll adjustments data and liaise with Finance Manager to provide the smooth running of the monthly payroll.

g) To maintain HR record and streamline all the HR record. Improve HR management by implementing new or updated systems.

h) To ensure that all the HR policies and procedures are up to date and available to staff as required.

30%

4. Compliance: GDPR and Safeguarding 

GDPR

a) Be an integral part of the organisational GDPR group headed by the Director of Communications and Engagement to ensure appropriate policies are in place and implemented across the organisation. 

Safeguarding

b) To provide complete administrative support to the Designated Safeguarding Officer (DSO) in their responsibilities and to ensure that they are aware of statutory developments and best practice. 

c) In consultation with the DSO to update The company safeguarding policies and to ensure they are disseminated. In particular, to ensure that all recruitment checks are undertaken properly and to organize training.

d) Manage DBS records and carry out checks for all staff, volunteers and other group as required. 

Health and Safety

e) To support the Director of Finance in ensuring that the office work environment complies with all legal requirements including Health & Safety and act as the responsible person for fire safety.

f) To act as First Aider and get appropriate staff trained for First Aider at work.

g) To maintain all the health and safety records and risk registers, update regularly and take actions as necessary.

h) Maintain incident reports and forms and support staff to ensure all the incidents are recorded appropriately and actions taken.

10%