Office Manager Job Description
Office Manager Job Description
Job Title: Office Manager
Responsible to: Project Director
Hours: 28 hours per week working alongside the other Office Manager who works one day a week primarily on finance.
Scope: The post has line management responsibility for two volunteers (Administrative Assistant and Gardener).
Job Purpose
The purpose of the Office Manager post is to:
▪ Provide a comprehensive range of high quality administrative support within the busy WERS office to ensure that all aspects of the day to day activities operate efficiently and effectively.
▪ Support the two management posts of Project Director and Operations Manager.
▪ Create a friendly, welcoming and supportive environment for all users of the service.
▪ Work as an effective member of the wider WERS team, supporting projects and other members of the team.
▪ Work within the WERS aims, objectives and ethos.
Main Duties and Areas of Responsibility
The main duties of the Office Manager post are categorised into five key areas:
1. Day to day operations
▪ To manage the development of good administrative practice across the organisation including maintaining and developing procedures, records and systems.
▪ To provide secretarial support including creating documents and reports using the full range of Microsoft Office programmes available, filing, photocopying and taking minutes of meetings.
▪ Dealing with general enquiries from clients, partner organisations and supporters received by telephone, email and face to face.
▪ To manage the input of information held on the WERS Client Database and other monitoring systems to ensure that it is accurate and complies with any legal or data protection policies.
▪ To support the work of the daily drop-in sessions by maintaining accurate petty cash flow and records for the Hardship Fund; receiving referrals from partner organisations; requesting food bank vouchers for clients; managing client mail; and offering refreshments to clients.
▪ To support the Volunteer Job Mentors when offering support to clients including the payment of travel expenses.
▪ To co-ordinate visiting surgeries including maintaining appointments, the completion of appropriate paperwork and general enquiries.
▪ To organise interpreting services when required.
▪ To support staff members in arrangements for external presentations to schools, universities and local community groups.
▪ To maintain and manage the office diary.
▪ To ensure information on notice boards is appropriate, up to date and displayed effectively.
▪ To operate and maintain (electronic and hard copies) an effective system for filing of all documents, ensuring that all legal data record requirements are maintained.
▪ To undertake the role of First Aider, Fire Marshall and to take the lead on all health and safety issues.
▪ To meet and greet all visitors to the office with a friendly and professional approach.
▪ To order and maintain stationery and office supplies.
▪ To ensure that the building is clean and tidy at all times.
▪ To support and delegate work to the Volunteer Administrative Assistant and Volunteer Gardener.
2. Management information
▪ To generate management information from our client database and other monitoring systems.
▪ To contribute to the production of funders’ reports and other documents.
▪ To support the production of the Annual Report, other preparations for the AGM and the quarterly newsletter.
3. Financial
▪ To support the Project Director in the day to day financial management keeping ledgers up to date, providing financial information for budgets and funders as needed.
▪ To maintain accurate financial records including invoices, standing orders, and payments for goods and services.
▪ To manage the petty cash system.
4. Information Technology (IT)
▪ To maintain and assist with the operation and maintenance of the on-site IT hardware and software.
▪ To maintain and update the WERS website in WordPress.
▪ To manage the WERS Facebook and other social media sites.
▪ To make recommendations for the current and future IT needs for the charity.
5. Other
▪ To work within the policies and procedures of WERS and apply consistent principles of diversity and equal opportunities throughout the work of the charity.
▪ Attend training as appropriate.
▪ To undertake any other duties as may reasonably be required.
WERS Office Manager Person Specification
| |Essential |Desirable |
|Qualifications and experience | | |
|Experience of working within a busy office environment. |E | |
|Graduate (or equivalent qualifications). | |D |
|Knowledge and understanding | | |
|Knowledge and understanding of issues affecting asylum seekers and refugees. | |D |
|Empathy and a willingness to change the lives of asylum seekers and refugees for the better.|E | |
|Commitment and understanding of equal opportunities. |E | |
|Knowledge and understanding of the voluntary sector. | |D |
|Ability to understand and implement policies, procedures and legal requirements relating to |E | |
|the management of an office. | | |
|Knowledge and understanding of health and safety issues. |E | |
|Skills | | |
|The ability to communicate effectively with professionals, clients, staff and volunteers. |E | |
|The ability to produce high quality letters, reports, presentations and documents |E | |
|Extensive IT skills including the use of Microsoft Word, Excel and Access. |E | |
|The ability to generate statistical information from our monitoring and evaluation systems |E | |
|and procedures. | | |
|Excellent literacy and numeracy |E | |
|Support the Project Director in the preparation and monitoring of budgets, grant funding and|E | |
|petty cash systems. | | |
|Extensive organisation and time management skills. |E | |
|First Aid and Fire Marshall responsibilities |E | |
|To manage volunteers or other staff members. | |D |
|An ability to deliver against targets |E | |
|To use initiative and adopt a creative approach to problem solving |E | |
|The ability to work flexibly, prioritise, multi-task and work well under pressure. |E | |
|The ability to work effectively without supervision where appropriate. |E | |
|Aptitude and desire to work collaboratively and flexibly, supporting others. |E | |
|A methodical and accurate approach to work. |E | |
|Good timekeeping and punctuality. |E | |
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