Office Manager

3 weeks ago

Southall, United Kingdom Southall Community Alliance Full time

Southall Community Alliance is a charity working in Southall that is looking to recruit an experienced, full-time Office Manager to deal with administrative and finance matters.

 

We are looking for someone who is passionate about working in Southall with its diverse communities and can act as the first point of contact for SCA. Their duties include managing the office budget, dealing with staff issues and establishing and maintaining policies and procedures. Our Office Manager will be the person who keeps our office running smoothly while also enabling fellow employees to succeed in their roles.

 

This post is subject to a 3 month probation period, an enhanced DBS check and satisfactory references.

 

Job Title: Office Manager

Duration: The post is funding dependant and subject to annual review.

Location: Southall Community Alliance, Southall Town Hall, 1 High Street, Southall, UB1 3HA

Hours: 35 hours per week

Salary: £28,000 per annum

Holiday Entitlement: 25 days

Reports to: SCA Director

 

Duties:

 

  • To be the first point of contact for visitors and service users
  • Helping establish and maintain office procedures
  • To assist the Director with budgetary control arrangements, maintain accounts, salaries and efficient running of the charity
  • To attend and take minutes of SCA Board meetings, Community Forum and other meetings, where required
  • To type confidential reports and correspondence, ensuring compliance with GDPR and other statutory requirements and maintain files and the filing systems
  • Use a range of software, including email, spreadsheets and databases, to ensure the efficient running of the office
  • To ensure the dispatch of agendas, minutes and other relevant material relating to SCA meetings
  • To prepare invoices, accounts, petty cash, spreadsheets, SAGE entries and diary management
  • To ensure that SCA membership list is up to date 10. Record office expenditure and manage the budget
  • Organise the office layout and maintain supplies of stationery and equipment
  • Maintain the condition of the office and arrange for necessary repairs
  • To respond to customer enquiries and complaints
  • Review and update health and safety policies and ensure they are observed
  • Arrange regular testing for electrical equipment and safety devices
  • Taking inventory of office supplies and order and maintain stationary stocks and other office supplies
  • To help maintain and update SCA website and social media
  • To allocate work and supervise volunteers and be responsible for the smooth and efficient running of the office Attend training courses and sessions, as may be required
  • To ensure inclusion and diversity in all aspects of SCA's operation and work
  • To carry out other duties including outreach work, as may be assigned by the Director, from time to time

 

Person Specification:

 

Essential Characterisitics:

 

  • Have at least two year’s experience of working in an office environment
  • Ability to recruit, manage and supervise volunteers
  • Strong IT and typing skills
  • Excellent interpersonal skills and ability to communicate effectively, verbally and in writing, with a wide range of people
  • Able to receive visitors and to deal with their queries, signposting to other agencies, where required
  • Knowledge of office procedures and practices and advising of timely filing of returns etc
  • Understanding of SAGE, bookkeeping, bank reconciliation or able to maintain financial records using web based financial systems
  • Can demonstrate experience of purchasing and maintaining stationary stock and other office supplies/ equipment
  • Experienced in dealing with work of a confidential nature, ensuring compliance with GDPR and other regulatory requirements
  • Ability to prepare meeting agendas, minutes, finance reports and projections
  • Experience of preparing newsletters, project monitoring reports, publicity and promotional material
  • High standard of computer literacy, including experience of Microsoft Office – Word, Excel, Powerpoint etc
  • Able to work with project partners and service users from diverse cultural and religious backgrounds within an equal opportunities’ framework
  • The ability to manage your workload and supervise others concurrently
  • Negotiation and relationship-building skills with a problem-solving approach to work
  • Ability to manage SCA’s health and safety responsibilities

 

Closing date : Thursday 14th November – ONLY completed application forms will be accepted. CV’s are not accepted

Interview date : w/c 25th November 2024

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