Office Manager - WomenCentre



Job Description

Office Manager

NJC SO 1 SCP 23-25

18 hours

Primary Purpose

• To oversee all building management across WomenCentre.

• To work with the Board and the Senior Management Team to ensure that WomenCentre complies with and works within Health and Safety Law.

To work with the Board and the Senior Management Team to ensure that all the buildings used by WomenCentre are well maintained and effectively managed.

• To oversee key office related supplier contracts – e.g. telephones and broadband, IT support, fire and hygiene contracts, ensuring value for money and quality service provision.

• The post will involve travelling to our bases in Halifax, Huddersfield and Dewsbury as required.

Duties & Responsibilities

1. To be responsible for supervising WomenCentre’s cleaners across all sites and their workloads.

2. To be responsible for all aspects of building related health and safety checks, monitoring and reporting to the Senior Management Team (SMT).

3. To keep up to date with the latest HSE guidance and support and advise the SMT and Board with reviews and policy. To support the SMT with risk assessment reviews relating to Covid19.

4. To coordinate health and safety training both internally for staff and volunteers and to undertake and arrange external training to ensure full organisational compliance.

5. To ensure the timely review of the Health and Safety policy with the SMT and WomenCentre Board.

6. To work alongside admin staff, ensure daily/weekly/monthly checks and appropriate risk assessments are undertaken.

7. To oversee any room bookings by supporting and liaising, with operational managers.

8. To be responsible for the day to day maintenance and repairs and servicing of the building and for liaising with contractors, in conjunction with the appropriate senior managers.

9. To oversee the ordering of goods and services with admin support if needed.

10. To issue petty cash

11. To be the first point of contact for security alarms and to coordinate responses

12. To manage the supplier contracts for telephony, broadband and mobile phones.

13. To liaise and negotiate with suppliers and ensure best value deals on goods and services ordered.

14. To manage contracts for IT support, raise orders for IT equipment, manage licenses, keep all the necessary records and coordinate IT training.

15. To manage the server backup process and ensure adequate records are kept.

16. To take full responsibility for building security including liaising with contractors and security companies

17. To attend training courses, seminars and team meetings as required to enhance the effectiveness of both the post holder and the organisation, whether within or outside normal working hours.

18. To undertake such responsibilities as may be requested by line management, which is consistent with the duties and responsibilities of the post.

19. To take responsibility for the maintenance of the rear yard and to liaise with surrounding buildings regarding any issues.

20. To communicate effectively with staff, volunteers and external agencies.

21. To work in line with the ethos, policies and procedures of WomenCentre.

22. To undertake general administrative tasks as required by the post.

23. To undertake additional tasks as required by WomenCentre.

Supervision

Line management and supervision will be provided by the Finance and HR manager.

Supervisory Responsibility - Office Cleaners

Responsibility for Assets-Premises, equipment, petty cash

The post holder will have access to confidential and sensitive information.

Internal Contacts- Staff, volunteers, Board of Directors, Service Users

External Contacts- suppliers of office goods and services.

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