| Job
title:
Office Manager
Hours:
14 hours a week (Note: work load will be adjusted to reflect contracted
hours.
Location:
WEN Office, 2nd floor, 4 Pinchin St, London E1 1SA
Salary:
£26,277 pro rata inc. inner London weighting (NJC scale pt 29-31)
Reporting
to: Central Co-ordinator, Liz Sutton
Staff
reporting: Membership Officer, administration volunteers
Job
summary: To manage the organisation’s administrative processes
and provide support to the Coordinator in the strategic development of
those processes. To ensure the integration and implementation of good
administrative practice at all levels.
Key
tasks
Premises
management and office administration
- Ensure
that office premises, furniture and equipment are properly managed and
maintained.
- Monitor
core expenditure on supplies and services and ensure that all requirements
are provided cost effectively.
- Act as
Health and Safety Officer for the organisation and ensure that the office
environment is maintained to a good standard.
- Ensure
that efficient filing and record-keeping systems covering all core activities
are established and maintained.
- Provide
support as appropriate to campaign activities, primarily with women
and women’s groups.
- Manage
the membership officer and volunteers to provide effective membership
services, including dealing sympathetically with enquiries and information
requests from women.
- Complete
and submit WEN’s annual and other regular returns to Charity Commissioners,
Companies House and other statutory bodies or agencies.
- Recruit
and supervise office volunteers.
Human
resources
- Be responsible
for implementing WEN’s human resource policies and procedures,
ensuring that staff are familiar with them.
- Prepare
and store contracts of employment and manage induction programmes for
all staff.
- Review
personnel policies and procedures annually.
- Compile
statistical information on HR performance.
- Update
the staff handbook.
- Oversee
the volunteer programme and ensure the volunteer log is up to date.
Network
administration
- Act as
network administrator and deal with day-to-day IT queries and problems.
- Ensure
the server is backed up daily.
- Liaise
with external IT support and review contract.
- Review
IT support and strategy; oversee upgrades where necessary.
Servicing
the Board of Trustees
- Work
with the Coordinator to prepare Board papers ensuring the agenda and
all papers and correspondence are sent in advance of meetings.
- Ensure
that minutes of Board meetings are circulated, agreed and filed.
- Communicate
with trustees regarding agendas, location, timetables, expenses.
General
obligations
- Carry
out all tasks in accordance with WEN’s policies and practices
including Equal Opportunities and Green Housekeeping.
- Contribute
to WEN’s core activities and share in general duties such as answering
phones, taking messages and carrying out basic office tasks.
- Deal
with correspondence, general enquiries and information requests, including
enquiries from women on personal and health matters.
- Actively
participate in WEN’s organisational and structural procedures
including staff and Board meetings.
Person
specification
Experience
- Significant
experience of office management.
- Experience
of managing staff and volunteers.
- Experience
of network administration.
- Experience
of finance work (e.g. data entry, petty cash, payroll, etc)
- Experience
of providing a human resources service.
Knowledge
- Good
understanding of charity and employment law.
- Knowledge
of good human resources practice.
- Understanding
of common IT operating systems and office software.
Skills
and abilities
- Strong
interpersonal skills; good team player.
- Excellent
general computer skills including experience of using Word, Excel and
Access databases.
- Ability
to troubleshoot day-to-day IT problems and to specify problems and support
requirements to IT suppliers.
- Excellent
organisational skills.
- Ability
to set up and maintain efficient filing and information management systems.
- Good communication
skills.
- Good time
management skills.
Desirable
- Some
knowledge of the PQASSO quality assurance framework for small organisations.
- An interest
in links between the environment and health.
Last
updated: October 2006
Download
the job pack. |
