We’re looking for an experienced Office Manager with a passion for diversity and inclusion to join our team. Could that be you?

Who are we?

Deaf Action is a deaf-led charity, supporting and celebrating deaf people. We were established in 1835 and work with deaf people across Scotland and the South of England. Our work is geared towards empowering all deaf people to achieve their potential and fully participate in society, with equality of rights, access and opportunity.

You can find out more about us at deafaction.org.

About you

You will be an experienced Office Manager (minimum 2 years) with excellent IT and organisational skills, and meticulous attention to detail. You will be confident and knowledgeable in office systems and processes, including health and safety. You will often be the first point of contact at Deaf Action’s Head Office and will work across several teams and services, also providing support to our other locations where required. You will be an integral part of ensuring that Deaf Action deliver quality services to all of our clients, guests, and staff and that everyone who visits our headquarters has a positive experience. Strong customer service skills are essential.

You will be someone who takes pride in maintaining high standards, with the ability to:

• maintain efficient day-to-day routines as well as responding to the unexpected
• manage a budget and identify the most cost-effective solutions
• support the Receptionist team to triage and record any incoming enquiries and direct these to the most suitable service
• observe strict confidentiality when dealing with sensitive information, preferably with a strong knowledge of GDPR rules (additional training will be provided)

Excellent communication skills are essential. The ideal candidates will be fully committed to our values, which can be found on our website. Experience of working with the deaf community and/or knowledge of BSL will be advantageous.

The role

Our headquarters are both a place of work and an important community hub. Maintaining a safe, welcoming, and supportive environment is critical to our success. The Office Manager role is integral to achieving these objectives. We are looking for someone to be an integral part of our team, responsible for leading on all aspects of running the office day-to-day to enable our staff to deliver great work. The role reports to the HR Manager and will line manage our receptionist and administration support staff.

Key responsibilities of the role include:

Customer Service, IT, HR & Data Management

• support the HR Manager with administration for the recruitment process and other staff processes and documentation as required
• act as the first port of call for any IT issues and liaise with external IT supplier for support to resolve
• support the receptionist to manage all incoming enquiries and correspondence and ensure these are directed appropriately and recorded on our database
• ensure all visitors have a positive experience and are supported with the right service at the right time
• ensure the contact database is maintained effectively
• keep management informed regularly via performance reports

General Office

• oversee day-to-day office activities as main point of contact for all employees and visitors
• maintain supplies of office materials and other essential items, manage vendor relationships, and coordinate deliveries
• manage all aspects of space/infrastructure planning (e.g. moves, additions, changes to workstations)
• support the onboarding and induction of new staff and ensure all IT needs are met
• oversee mail room function to ensure incoming and outgoing mail and parcels and managed effectively
• manage the Bar Coordinator to ensure they provide excellent customer service to clients in an efficient manner and according to proper procedure and bar regulations
• manage the Fringe Festival venue

Health & Safety

• ensure maintenance and cleanliness of all spaces, instructing routine repairs as required
• oversee health and safety compliance, ensuring the safety of our employees and visitors at all times
• carry out spot-checks and audits to comply with insurance requirements
• maintain security and develop a plan for out of hours office access arrangements for all user groups
• organise First Aid training and oversee First Aid response, including responsibility for the accident logbook

What’s on offer?

• Occupational pension scheme with employer contributions of 6%
• 32 days leave pro rata (inc bank holidays)
• Day off for your birthday
• 24/7 access to an Employee Assistance Programme provided by Health Assured
• In-house Mental Health First Aiders
• Death in Service benefit
• Access to the Cycle to Work Scheme and IT Voucher Scheme
• Ongoing support for learning and development through our PDR process
• BSL Lessons if required

Do you want to join a committed and supporting team in raising awareness and changing things for the better for everyone with Down’s syndrome right across Scotland?

We are looking for an individual to run FriendZ Space, our popular, online programme for adults with Down’s syndrome, The ideal candidate would have experience in planning sessions, facilitating groups (in person and online) for young people and adults with learning disabilities.

Columcille offers creative activities in a community setting for adults with learning disabilities, autism and mental health needs. Activities include gardening, cooking, pottery, crafts, printing, drama, music, dancing, and joinery. Our approach values the uniqueness and gifts of each person and supports people to develop their creative skills and do meaningful work and activities in a friendly and warm social environment. Columcille is founded on the ideas of social therapy which originate in the thinking of Rudolf Steiner.

The café at Columcille is used by individuals who attend the centre and staff and is the social heart of the building providing morning and afternoon tea breaks, and a cooked lunch each day. The post holder will share responsibility for running the café at Columcille, supporting a small group of adults with learning disabilities to prepare lunch and tea breaks. The post holder will work closely with the other workshop co-leader who works Thursday and Friday, in planning and coordinating the smooth running of the café including record keeping, food and equipment ordering, stock control. Maintaining a high standard of food hygiene and cleaning routines is an important part of the role.

We are looking for someone with experience of supporting adults with learning disabilities, knowledge and experience of meal preparation and menu planning, and an interest in working for an organisation working from the ideas of social therapy and social pedagogy.

We have an exciting opportunity for an individual to join our West Lothian, Perth & Kinross services as an Area Manager.

Autism Initiatives Scotland provides a range of person centred services throughout Scotland. The charity provides services to autistic people who are 16 years old and over and encompasses supported living and outreach services.

The Area Manager is responsible for the design of the support programme to the people we support and to ensure, through the management team, the delivery and maintenance of high level autism specific services. The Area Manager’s responsibilities also include financial management, service development and liaison with external agencies. To provide leadership to the group of services, the Area Manager must ensure all staff are managed and supervised effectively. The Area Manager will be required to travel to our sites across West Lothian, Perth & Kinross.

You will have excellent leadership and supervision skills, knowledge of current legislation and regulations relating to the social care sector and management of an operational budget. A Social Work / health care qualification or equivalent as noted within the Scottish Social Service Council (SSSC) guidelines for the qualifications for managers is essential for this role.

The successful candidate will be required to register with the Protection of Vulnerable Groups (PVG) scheme and the SSSC.