The Office Manager is a vital role within the organisation and provides oversight for all internal business activity
as well as direct line management responsibility for the administrational team. We require an accomplished,
confident and competent individual who thrives while working in a dynamic environment. You will be exceptionally
organised, possess excellent time management skills and have an eye for detail.
Reporting to the Chief Executive, this role has the key task of ensuring that the office runs smoothly on a day to
day basis. It will be your responsibility to ensure key processes are in place to support financial, human
resource and business administrational processes and that that these are well understood by others as
appropriate.
MAIN RESPONSIBILITIES:
Accountability for the main office management tasks including:
- Supporting company operations by maintaining
office systems and supervising staff
- Maintaining office series by organizing office operations and procedures
- Liaison with contractors and suppliers and ensuring
the efficient and effective ordering and management of office supplies and equipment. This will include
negotiation of supplier charges and costs as appropriate
- Human Resource management
- Health and Safety
- Payroll and financial systems
- Estate Management
- Developing and defining procedures for retention, protection, retrieval, transfer and disposal of
records
- Daily management of the
cleaning contract
- Management and
maintenance of organisational insurance policies
- Management of a smooth-running reception and telephone service to the
business
- Develop and maintain an
internal room booking system for meetings
- Dealing with correspondence, complaints and queries
- Attending meetings as required with senior
management
- Monitoring staff
attendance
To ensure that key processes are in place to support efficient Human Resource practices, this includes the management
of the recruitment and induction processes, the maintenance of personnel files and the recording of all
workforce training activity
Responsibility for the financial management processes within the organisation including:
- Achieves organizational financial objectives by
preparing an annual budget, scheduling expenditures, analysing variances and initiating corrective
action
- The provision of accurate
and up to date financial information in relation to all areas of service
- Highlighting to the relevant manager any potential
areas of overspend or disparity
- Estimating costs and producing budgets
- Oversight of the maintenance of the payroll system for staff and ensuring clear written
processes are in place which others can clearly understand
- Provide financial reports as required to the Board, Chief Executive or Head of
Service
- Oversight of the
invoicing process, the processing of expenses and the management of the pensions and benefits
administration
- Creating and
maintaining excel sheets as required
Accountable for Health and Safety within the building- including the completion of the Health and Safety Log,
advising on training requirements in relation to Health and Safety and carrying out regular fire equipment
checks, fire alarm testing and fire evacuation drills
To maintain an accurate register in terms of:
- Organisational Policies and
Procedures
- Key
holders
- Staff
training
- Staff car
insurances
- Disclosure Scotland
Checks
Direct line management for the Finance Assistant, overseeing the quality of work, performance management and any
associated human resource requirements. This will include the provision of supervision and annual personal
development reviews
The provision of direct administrational support to:
- The Board of Directors
- PA services to the Chief Executive and Head of
Service
Any other reasonable duties as determined by the Chief Executive
KNOWLEDGE / SKILLS AND EXPERTISE REQUIRED
Educated to HNC level in Admin Qualification or Business management
Previous office/administrational management experience, ideally within charity or statutory agency environment
Previous experience of the management of service contracts
Excellent IT skills – proficient in Windows, Word, Excel and PowerPoint
Experience of budget management and reporting
Knowledge of financial transaction processing
Knowledge of human resource and payroll systems and processes
Experience in the management of payroll systems
Excellent verbal and written communication skills
Excellent customer service skills; and experience in dealing with challenging situations
Professional and positive approach to work, acting as a role model for other members of the team
Excellent organisational skills.
The Office Manager will contribute to a positive team environment, creating and maintaining a working atmosphere
which produces high morale and engagement from the team. Diplomacy, professionalism, proactivity and outstanding
time management are characteristics held by the successful candidate.