Office Manager (Part Time)

  • Job Reference: 10296
  • Date Posted: 3 November 2017
  • Recruiter: Paul Mitchell Associates
  • Location: Leicester
  • Salary: £23,398 to £24,964
  • Sector: Accounting & Finance, Administration & Business Operations
  • Job Type: Permanent
  • Work Hours: Part Time

Job Description

Paul Mitchell Associates are working in partnership on an Exclusive basis with
New Dawn New Day, the charity has worked to promote women's wellbeing for 30 years and delivers a range of services designed to meet the needs of women and girls, particularly those who have been impacted by trauma.

The Office Manager post is an important post in the organisation and provides a range of support activities which contribute to the smooth running of the charity.

The role is an interesting and diverse mix of day-to-day activities. There is strong focus on finance and administration along with contract management, buildings management, health and safety and other activities such as supporting marketing and communications.

The role will ideally suit someone who is a skilled administrator and bookkeeper who is looking for a role which only offers variety and an opportunity to use their organisational and management skills whilst at the same time helping to make an enormous difference to some of our communities' most vulnerable women and girls.

We recognize that this is post requires a diverse range of skills and abilities. Whilst it is essential that applicants are able to demonstrate bookkeeping and accountancy skills, we willing to provide training and development opportunities to enable the right person to undertake the wider aspects of this role.


Job Description
Office Manager (*Female)
(*As this post involves day-to-day contact with vulnerable women who have experienced abuse and trauma, this is a genuine occupational requirement - Equality Act 2010, Sch 9, Pt 1, Para 1)

The role reports into the Chief Executive and is responsible for Reception and Administration Workers.
The hours 25 hrs pw - Monday to Friday between 9.00am and 4.00pm to also include at least 1 evening per month until 8pm for which Time Off in Lieu will be granted.

The role to support the efficient day-to-day operation of the charity through the provision of finance, bookkeeping and accountancy services and the effective management of resources and other organisational functions such as HR, health and safety and marketing.

Finance
*Full Sales Ledger and Purchase Ledger functions
*Banking and bank reconciliation
*Processing payroll and pensions
*Preparing monthly management accounts and cash-flow forecasts
*Preparing income and expenditure reports for Trustees' meetings
*Preparing annual accounts and liaising with NDND's Independent Examiner
*Ensuring appropriate financial systems and controls are in place and adhered to
*Supporting the Treasurer and CEO in reviewing and developing financial policies and procedures

Procurement / Operations
*Controlling costs through the review and negotiation of contracts with suppliers (utilities, broadband, phones, mobile phones, hygiene, IT, photocopying, insurance etc)
*Co-ordinating the purchase of equipment and consumables
*Keeping an up-to-date inventory of purchases and equipment and ensuring all equipment is in good working order
*Ensuring that all contractual lease obligations are met, liaising with the landlord in respect of rent and external repairs and maintenance issues
*Co-ordinating internal repairs, maintenance and improvements and keeping records as appropriate
*Managing subcontracted services such as cleaning and waste disposal
*Acting as "appointed person" responsible for health and safety of clients, staff and volunteers
*Reviewing and updating Health and Safety policy and procedure
*Carrying out regular risk assessments and health and safety checks
*Organising Fire Risk Assessments, gas equipment servicing, PAT testing and other surveys as required by law
*Ensuring that all health and safety equipment is in working order
*Ensuring all furniture, fixtures and fittings are in good order
*Arranging health and safety and first aid training for staff and volunteers

Management of HR, IT and Data
*Co-ordinating recruitment campaigns, including the preparation of application packs and recruitment advertising
*Inducting new staff in admin, finance and health and safety procedures
*Issuing and revising contracts of employment
*Reviewing and updating HR related policies and procedures to ensure that they are up to date and legally compliant
*Liaising with IT support contractors and co-ordinating IT support and improvement
*Managing the company database, ensuring all record keeping complies with data protection law
*Reviewing and communicating NDND's data protection policy to ensure that we are legally compliant

Marketing and Communication
*Supporting the development of branding and marketing materials
*Ordering supplies of leaflets, posters, stationery, business cards etc
*Customer Relationship Management, including the management of customer mailing lists
*Co-ordinating specific marketing activities such as event marketing
*Keeping websites up to date and co-ordinating and posting content to social media accounts

Reception Duties and General Administration
*Line Managing the Reception and Administration Worker
*Co-ordinating the reception cover rota for evenings, holidays and sickness
*Covering reception duties when required (including staff rota cover of at least 1 evening until 8pm each month)
*Recruiting, supporting and training volunteers to carry out reception and other administration duties
*Processing Disclosure and Barring Service checks for all staff, volunteers and placement students
*Submitting annual returns to Companies House and the Charity Commission and processing new appointments of company directors and resignations
*Maintaining and updating information and recording systems

Please note that any applications to the Client by a direct applicant or any other 3rd party will be forwarded to Paul Mitchell Associates.