Office Manager

Office Manager
1 Year Fixed Term - with possible extension
Location - Anstruther, Fife
Full-time hours per week
Salary - 27,000 per annum + pension + benefits

Our client, a Historical National Trust & Charity is seeking to source a well organised and efficient Office Manager to join their dedicated team.

Person Specification:
o Is a personable, dynamic self-starter, used to being the first point of contact within the organisation.
o Is confident in the use of office technology, proficient in using Excel, Word andOutlook
o Has proven experience of financial administration (with knowledge of Xero accounting software or similar highly desirable).
o Has experience of staff management or direct supervision.

Financial & Payroll

Processing of supplier invoices and posting on Xero accounting system.
Payment of invoices following authorisation for payment.
Providing all financial paperwork for monthly returns to accountants.
Prepare monthly payroll details for the accountants to make payment to staff.
Processing of daily takings and preparation for banking.
Prepare and process Gift Aid claims to HMRC.
Provide reports from Xero Accounting system to Board as required.
Collate and provide information for auditors for Annual Accounts.

Front of House and Facilities Management

Ensuring there are sufficient staff on duty, liaising with the Head Curator, and Caf Supervisor to draw up weekly/monthly rosters for cleaning, caf , front of house staff and duty managers.

Manage Visitor Assistants, ensuring high standards of visitor reception, and familiarity with processes for admissions, shop sales and completing Gift Aid forms
Oversee planning and ordering of stock for the caf by the Caf Supervisor.
Review shop sales performance, place stock orders and conduct stocktakes.
Ensure the cleanliness, upkeep and safety of the Museum is maintained by in-house. cleaners and handyman, and by external contractors where required.
Manage extraordinary repair or equipment requirements.
Ensure appropriate security arrangements (e.g. keys, access codes).

Office Administration

Maintain office filing system on and off-line.
Maintain staff, volunteer contact details and HR records including holiday records.
Collate and safely store all Board of Trustees documentation.
Retain suite of approved policies and procedures.
Receive mail and distribute to relevant staff.
Deal with telephone and email enquiries directly or by transfer to relevant staff.
Maintain office diary and coordinate bookings and room hire.
Liaise with curatorial staff to coordinate group bookings and educational visits.
Set up and support Board meetings (which are mainly conducted on-line)

Our role in supporting
diversity and
inclusion

As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group.

We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion.

In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.

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