Office Manager

Location
London (Central)
Salary
£23,000-£25,000 per annum + benefits
Posted
12 Sep 2018
Closes
28 Sep 2018
Function
Administration
Contract Type
Permanent
Hours
Flexible

*Fantastic opportunity to manage a vibrant, busy literary office and help authors* 

Reports to: Head of Staff 

Job type: Permanent 

Location: London, office-based. South Kensington until March 2019, then Bloomsbury

Basic hours: Full-time (35 hours, 9.30am-5.30pm). Part-time, covering core/flexible working hours, considered

Line reports: Receptionist/General Administrative Assistant and the Office Cleaner.

This flexible role combines front-of-house with office management. You will need excellent customer service skills, experienced in office administration, have a proactive attitude and be comfortable working independently. Experience working for a membership or arts organisation is desirable as you will be the first point of contact for our members.

Who we are

The Society of Authors is a trade union for all types of writers, illustrators, scriptwriters and literary translators, at all stages of their careers. We have been advising individuals and speaking out for the profession for more than a century.

Our 10,500+ members receive unlimited, free advice on all aspects of the writing profession, including confidential, clause-by-clause contract vetting of publishing agreements, and a wide range of benefits. We empower authors through our campaigning, offering training and professional community networks. Find out more

The role

We're looking for a friendly and experienced Office Manager to drive excellent standards for our front line team and deliver outstanding service. You will manage the smooth-running of our busy office and oversee the front line team to provide outstanding member and visitor experience. 

As we’re in the process of moving premises from South Kensington to Bloomsbury, you’ll be working alongside our Project Manager on the office move, helping to renew and negotiate office contracts, and working on the office move plan on the run up to the move. You will be the Health and Safety Officer for the organisation.

A great opportunity for an Office Manager with experience working in a small to medium sized organisation who would like to work in the arts sector.

Primary responsibilities:

  • Overseeing front line operations and managing the front line team;
  • Health and Safety Officer for the building, fire warden, and first aider: ensuring all health and safety checks are performed and recorded, and instructions are issued for all new joiners;
  • Proactively ensuring the offices remain safe, secure, clean, supplied, and operational;
  • Point of contact for office contracts, negotiating the renewal/new contracts;
  • Managing office supplies to ensure best prices are obtained and ethical products are used;
  • Organising suitable repairs, or works, for the office;
  • Organising office PAT-testing, as required;
  • Point of contact for colleagues about the office facilities and also their administrative support requirements;
  • Training the Receptionist/General Administrative Assistant;
  • Working with the Project Manager on the office move;
  • Part of the recruitment team for new frontline staff.

Secondary responsibilities, when needed:

  • Welcoming visitors;
  • Fielding telephone enquiries;
  • Sorting post;
  • Membership assistance;
  • Events set-up;
  • Photocopying, printing and general administrative tasks.

Person specification

  • Experience as an Office Manager;
  • Excellent communication, interpersonal, relationship-building and networking skills;
  • High competency with Word and Excel, with a strong knowledge of Outlook and other office technology;
  • Procurement and negotiation skills;
  • Strong numeracy and verbal skills;
  • Good time management skills;
  • Clear and concise writing skills with the ability to handle long and complex documents;
  • Teamwork skills and the ability to lead and motivate others;
  • Drive and enthusiasm with a positive attitude;
  • Practical, flexible and innovative approach to work;
  • The ability to multi-task and prioritise your workload.

Benefits include a staff pension scheme and private healthcare.

If you feel this role could be for you, we’d love to hear from you by Friday 28 September.

Interviews will be carried out on Thursday 11 October, with a view to the successful candidate starting in November 2018.  

 

The SoA is committed to championing equality, inclusivity and diversity. We encourage applications from a broad range of social, cultural and educational backgrounds and from under-represented backgrounds. We consider part-time working covering core working hours.

The Book Trade Charity can offer financial help to applicants (particularly those under the age of 30) looking for jobs in the book trade, including help with interview costs, affordable housing and accommodation. 

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