Office Manager

Recruiter
Job Board Direct
Location
Artington
Salary
£20,000 - £24,999
Posted
19 Sep 2019
Closes
25 Sep 2019
Ref
1266569367
Contract Type
Permanent
Hours
Part Time
JOB TITLE: Office Manager HOURS: Part-time 22 hours per week with flexible working SALARY: £20,500 per annum pro-rata PENSION:6% contributory pension HOLIDAYS:25 days holiday per annum, in addition to public holidays pro-rata. An additional days leave is awarded for every 3 years' of continuous service up to an agreed maximum of 30 days leave. Staff may also take an additional 2 days leave to undertake voluntary work for a charitable cause, at the discretion of the Chief Executive. LOCATION:Guildford. TRANSPORT: Car mileage allowance for travel in connection with work Interviewing date: 25th October 2019, you must be available on this date if selected. JOB PURPOSE The Office Manager will play a key role in achieving the Community Foundation's objectives by providing an efficient and effective office and administration support to the staff team and Board of Trustees. ROLE OVERVIEW The key areas of responsibility include: Office management - Manage an efficient and effective office, including telephones, office equipment, computers and records; Administrative support - Provide administrative support and assistance to members of staff, the Board of Trustees and Working Groups; Database - enter data onto the database and keeping records up-to date; Ambassador - build excellent working relationships with grantees, voluntary and community groups, Trustees, Group members, Donors, potential donors and other external contacts. The job description and priorities will be reviewed at least annually. KEY RESPONSIBILITIES The specific responsibilities of the Office Manager include: Office management Providing office administration support including answering telephones, managing and ordering office supplies and equipment, organising the post and ensuring a tidy and well organised office; Maintaining the office files, records and archiving; Administrative support Providing assistance and administrative support to the Chief Executive, Director of Philanthropy and Director of Grants & Impact, and to other members of staff as required, including organising meetings, data entry, creating documents, maintaining records and logs, filing and copying; Providing administrative support to the Board of Trustees and working groups, including recording minutes, copying, collating, filing and organising room bookings and catering. IT systems & data management Managing and liaising with the Foundation's IT support company to ensure that the computers, printer and software are operating effectively; Administering the Foundation's data management system ensuring new information is entered and records are up-to-date, including key contacts, invitees and attendees for events, partners and voluntary and community groups; Ambassador Working as an effective Ambassador for the Community Foundation including supporting and attending events to promote the Foundation's work. PERSON SPECIFICATION - OFFICE MANAGER Education and Qualifications Good general education; Excellent word processing skills including Word, Excel and PowerPoint. Experience - Essential Previous administrative experience; Office administration and IT systems including databases. Experience - Desirable Knowledge and experience of working with voluntary and community groups. Skills Excellent written and verbal communication skills; Fully computer literate; Able to establish good interpersonal relationships, rapport and credibility with a wide range of people; A self-starter, able to act on own initiative and to organise, plan and prioritise own work load to meet deadlines; Able to work effectively within a small team; Ability to work under pressure and to demonstrate a professional approach in a range situations; Personal Characteristics Committed to customer care and the provision of high quality services; Energetic and enthusiastic; Creative and flexible in outlook. Additional Information The post will necessitate some occasional evening and weekend work for which time off in lieu will be provided. The Office Manager will play a key role in achieving the Community Foundation's objectives by providing an efficient and effective office and administration support to the staff team and Board of Trustees. This position has become available at an exciting time of growth and development for the Community Foundation for Surrey. Our organisation now makes over 300 grants a year to charities and community groups across the county, totalling £ in 2018/19, and this enables vital local projects to make a huge impact on peoples lives in Surrey. Closing date: 18th October 2019 Interview date: 25th October 2019

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