Office Manager

Annual Leave: 5.6 Weeks Including Bank Holidays Accountable to: Chief Executive Officer (CEO) (Functional Oversight from: Director of Operations) Accountable for: Charity Services Intern, Activities Administrator, Finance Assistant (Functional oversight of: Project Administrator, Hamlets Administrator) About Age Concern Liverpool and Sefton Age Concern Liverpool and Sefton is a local charity dedicated to improving the quality of life for older people. We provide practical support, advice, and services that promote independence, wellbeing, and dignity in later life. Summary of Role The Office Manager reports directly into the CEO of ACLS which is an incorporated registered charity. This is a key role for the charity and the post holder is responsible for overseeing the administration and compliance processes of the charity, which includes our nursing home The Hamlets. As such the role may require a small element of travel. The position requires excellent people skills, attention to detail and the ability to make a difference to our success. The post holder will have line management responsibility for some administration staff. It is also essential that the post holder is fully aligned with, and enthusiastic about the values and objectives of the charity. Administration Oversight and Responsibilities To continually review working practices, workloads, systems and processes to ensure efficiency and effectiveness of delivery. To be responsible for the effective and efficient filing and archiving of the organisation. Administration of donations and legacies. Key Contract Management: work with the Director of Operations to ensure contract terms and the expiration of key contracts are reviewed. Facilities Management: act as the point of liaison for facilities issues. Meeting administration and minute taking for several committees including Board of Trustees. Maintain communications with the Board of Trustees and ensure that their needs are met. Project Management and Implementation To assist the CEO and Director of Operations in developing and implementing tactical plans, policies and procedures including (but not limited to) people and operations. Tasks may include but are not limited to: Assisting with funding applications. Ad-hoc project work. Compliance Responsibilities Human Resources Administration: administration of DBS applications, inductions, ensuring processes are followed by the relevant staff, liaison with external providers. Training: take responsibility for the compliant administration of these systems and supervise users accordingly. Health, Safety and Quality: ensure that specific tasks (e.g. fire safety tests, DSE assessments, risk assessments) are actioned in a timely manner. Policies and Procedures: be the focal point for review and administration. Payroll and Pension Queries: collate and resolve queries with the assistance of external providers. GDPR: various activities including data mapping and renewal of ICO certificates. Point of contact for procedural queries for various IT databases/systems. Act as verifier and authoriser for bank transactions. Management Responsibilities Direct line management responsibility for a number of staff, with both administration and other responsibilities. Ensure that the administrative processes of the charity are reviewed and any gaps are identified and escalated. Manage relationships with stakeholders and represent ACLS on any groups or forums as and when required by the needs of the organisation. Equality, Diversity, and Inclusion Assist the Director of Operations and CEO in ensuring that all activities within the organisation comply with the values of ACLS and respect the aims of the Diversity and Equal Opportunities Policy. Active commitment to improving equality and diversity within the organisation. Active and measurable commitment to demonstrate that the organisation continues to develop engagement with older people from all communities, ensuring that all voices are heard including those of volunteers. Other Duties Undertake training and personal development to meet the emerging needs of the organisation. Undertake any other duties which are consistent with the level and nature of this position. You must have the right to work in the UK; Age Concern Liverpool and Sefton do not offer sponsorship. If you would like to apply, please send your CV and cover letter to recruitment@ageconcernliverpoolandsefton.org.uk. #J-18808-Ljbffr