Job Description



Office Manager: Job Description

1. Job details

Job title: Office Manager

Responsible to: Managing Director

Base: 1a Queens Walk

Edinburgh

EH16 4EA

Salary scale: £25,404 - £27,033

The salary scale and incremental increases are

reviewed annually on 1st April. The annual pay award will

take into account the rate of inflation and any other

relevant factors.

Hours of work: Full-time, 35.75 hours a week (including attendance at evening Board meetings every two months).

2. Job purpose

To support Health Opportunities Team by collating and administering data so that the financial and administrative needs of the service are met in order that Health Opportunities Team’s objectives and aims are met as outlined below:

Health Opportunities Team objectives are:

1. Establish core funding,

2. Generate income,

3. Evidence the impact of our work,

4. Increase our capacity to deliver our current programmes to more young people,

5. Have realistic routes for our workers to progress, gaining skills, experience and personal development,

6. Raise our profile at strategic and policy level,

7. Strengthen current and develop new partnerships.

Health Opportunities Team aims to:

• Increase young people’s knowledge and awareness of emotional, sexual and physical health issues, enabling them to make informed choices about the way they live and relate to others.

Health Opportunities Team will achieve this by:

• Developing, facilitating and evaluating health education work with young people – via group work – within schools, youth services and other informal settings.

• Developing accessible, therapeutic group work and one-to-one support services that are responsive to the needs of young people.

• Training and supporting those who work with young people on a range of health education issues.

• Collaborating with local young people and other service providers, to ensure that a consistent strategy on health is undertaken.

• Developing ongoing research into the needs of young people, via evaluation, needs assessments, consultation and word of mouth with young people, local workers and services involved with those young people. This ongoing research will be used to develop and enhance the work of the Project.

3. Role of the Project

Health Opportunities Team is responsible for the efficient and effective delivery of the key areas of work detailed within the Business Plan, namely:

• Direct work with young people in schools, youth agencies and through detached work.

• Training.

• Support work.

• Community development.

• Strategic development.

4. Key result areas

Key results will also be achieved through the application of the Key Competences (described below and in person specification)

Financial:

i) Supporting the delivery of the aims and objectives set for the target areas of work within the Business Plan to a high standard.

ii) Maintain an electronic book keeping system using Sage 50 to ensure effective financial management of the Service.

iii) Undertake monthly bank reconciliation and ensure timely payment of all invoices and acting as a signatory for online banking.

iv) Liaise directly with the organisation’s signatories.

v) Handling grants and maintaining records for awards from funding agencies.

vi) Provide all relevant information to Payroll Bureau to ensure payment of staff salaries. Authorise pensions and petty cash expenses.

vii) Assist in the preparation of an annual budget of the Service.

viii) Liase with auditors on the preparation of annual accounts.

ix) Provide regular financial reports to the Managing Director and Board of Directors.

x) Provide support and financial information for fundraising.

Administrative:

i) Manage and supervise Admin Volunteers supporting them to take responsibility for and carry out administrative tasks (ensuring automatic double check systems are in place where appropriate).

ii) Assist the Managing Director in servicing the Board of Directors and sub-groups.

iii) Collate statistical and evaluation information on activities of the service (using Survey Monkey) to produce reports for funders, the Board of Directors and the agency web site. Provide evaluation support to project staff.

iv) Order and control supplies of stationery and office equipment within budgets established for these items.

v) Maintain adequate and secure systems for payroll (which is done by SCVO), staff records, finance and admin information.

vi) Ensure PVG checks are carried out for all relevant staff and volunteers.

vii) Contribute to inductions and ensure updated policies/procedures are made available to all staff and volunteers.

viii) Ensure compliance to health and safety is maintained.

General duties:

i) Attend supervision sessions and finance meetings with the Managing Director.

ii) Attend and contribute to staff meetings.

iii) Attend quarterly Board of Directors’ meetings.

iv) Attend and participate in relevant training sessions.

Note: The key result areas are not intended to be exhaustive and the post holder will be expected to undertake any other duties as required.

Work is generated through a variety of sources but primarily the Managing Director, staff, external agencies and Funding bodies.

A proportion of work is self-generated; therefore the post holder is expected to exercise a high degree of autonomy.

Workload will be monitored on a regular basis by the Managing Director.

The target areas of the Service are formally monitored and evaluated throughout the financial year (April – March).

Staff are appraised on an annual basis by the Managing Director.

5. Communications and Working Relationships

Internal:

The post holder is expected to communicate effectively both orally and in writing with all members of staff within the Health Opportunities Team.

The post holder is expected to attend team meetings, supervision with Managing Director, quarterly Board meetings and any other working groups.

External:

Liaison with finance departments within Councils, Lothian NHS Board and other funding bodies.

Liaison with suppliers, partner agencies, auditors and others.

6. Supplementary information

Annual leave entitlement: 25 days with a further 10 public holidays (pro rata).

Pension contributions: The Health Opportunities Team will contribute 5% of the Post Holder’s annual salary towards a personal pension plan (after completion of probationary period).

Probationary period: 6 months.

| |

|Office Manager: Person Specification |

|Education & experience: |Experience in the operation of evaluation (Survey Monkey) and financial (Sage) systems is |

| |essential. |

| | |

| |Experience of working in an inter-agency environment is desirable. |

| | |

| |Experience of working as part of a small team is desirable. |

| | |

| |Evidenced training in administrative and financial systems is desirable. |

|Knowledge, skills and abilities |Clear spoken and written communication skills, record keeping and report writing are essential. |

|required: | |

| |Organisational skills including time management are essential. |

| | |

| |Competences in Microsoft Work, Excel, Outlook Express and Internet are essential. |

| | |

| |Knowledge of financial and clerical administration within the voluntary sector is desirable. |

| | |

| |Ability to evidence communication skills is essential. |

| | |

| |Ability to remain focused and calm in the face of conflicting demands is essential. |

| | |

| |Ability to work as part of a small team is essential. |

|Personal qualities: |Enthusiastic and flexible approach to service provision is essential. |

| | |

| |A non-judgemental attitude and willingness to embrace diversity are essential. |

| | |

| |Sensitivity to others’ needs is essential. |

Key Competences

Key results will be achieved through the application of these Key Competences

| | |

|TECHNICAL |INTER-PERSONAL |

|Knowledge |Communication |

|The Office Manager will be expected to demonstrate a sound |The Office Manager will be expected to: |

|understanding of: |( Interact with colleagues (internal and external) in a |

|( Finance and Admin procedures and policies; |respectful, dignified and professional manner at all times; |

|( Young people’s cultures and needs; |( Network effectively and with purpose; |

|( Professional networks and practices; |( Share appropriate information, verbally and in writing; |

|( Theory and practice relevant to the post; |( Express ideas, thoughts and feelings in a meaningful and |

|( Evaluation principles and practice. |constructive manner. |

| | |

|Skills | |

|The Office Manager will be expected to demonstrate their skills |Negotiating and Influencing |

|in: |The Office Manager will be expected to be able to: |

|( Engaging positively with professionals from a variety of |( Present sound arguments relating to work priorities; |

|backgrounds; |( Compromise; |

|( Support our evidencing the impact of health promotion |( Hear other people’s points of view and take them on board; |

|interventions; |( Act assertively (rather than passively or aggressively); |

|( Analysing and preparing evaluation and feedback evidence; |( Meaningfully influence others where appropriate; |

|( Writing concise, accurate and reflective reports appropriate to|( Encourage and nurture best practice. |

|the relevant audiences; | |

|( Use information technology effectively (specifically Microsoft | |

|Word, Access, Excel, Outlook Express and Internet Explorer). |Empathy |

| |The Office Manager will be expected to be able to: |

| |( Recognise and demonstrate an understanding the emotional needs |

|Focus |of young people and colleagues; |

|The Office Manager will be expected to demonstrate their |( Actively seek support to develop further understanding of the |

|abilities to: |emotional needs of young people and colleagues; |

|( Plan their workload with support from line manager; |( Adapt to the emotional dynamics within the workplace; |

|( Prioritise competing demands appropriately; |( Demonstrate emotional sensitivity to others at all times; |

|( Manage time and priorities effectively; |( Take responsibility for their own emotional needs and allow |

|( Provide accurate information relating to work activities; |others to do likewise. |

|( Implement work that contributes directly to the Vision and Aims| |

|of Health Opportunities Team. | |

| | |

|SELF REGULATION |LEADERSHIP |

|Self Control |Vision and Aspiration |

|The Office Manager will be expected to: |The Office Manager will be expected to: |

|Remain composed and calm under pressure; |Understand the broader policy and environmental context of the |

|Manage impulsive feelings appropriately; |work of Health Opportunities Team; |

|Identify and respond to personal and emotional needs |Demonstrate abilities to develop new ideas; |

|appropriately. |Think creatively. |

| | |

|Self Directedness |Inspiring Others |

|The Office Manager will be expected to: |The Office Manager will be expected to: |

|Take personal responsibility for implementing their Workplan; |Act as role models for young people and fellow professionals; |

|Assess and implement their own learning and development needs; |Maintain high standards of conduct and working practices; |

|Take appropriate responsibilities; |Demonstrate a passion for, belief in and commitment to the work |

|Demonstrate initiative and drive. |of Health Opportunities Team. |

| | |

| |Innovation |

|Integrity |The Office Manager will be expected to: |

|The Office Manager will be expected to: |Demonstrate creativity and flair; |

|Express feelings and thoughts with honesty; |Seek fresh ideas from a variety of new and existing sources; |

|Demonstrate regard for others; |Be enterprising within realistic limitations. |

|Act ethically at all times; | |

|Nurture trust through consistent application of Health | |

|Opportunities Team Values. | |

| |

|VALUES |

| |

|Health Opportunities Team has a clear set of organisational Values which all Staff Members are required to demonstrate at all |

|times. |

|These Values can be described as: |

|Dignity, Respect, Diversity, Rights, Responsibilities, Partnership |

| |

|Health Opportunities Team believes that: |

|Everybody should be treated with dignity and respect |

|Our world is diverse. Different individuals and different communities have different needs |

|Everybody has the right to achieve their full potential |

|We all have responsibility for our own actions |

|By working in partnership with young people, communities and practitioners, we can make a greater difference in the lives of young |

|people |

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