Office Manager

Job title: Office Manager

Reports to: The Director of Finance and Operational Systems & The Governance and HR Officer

Location: Hammersmith, London

Contract: Part-time - 28 hours per week spread across the week.

Hybrid role: Hybrid role working a minimum of 3 days in the office.

Salary: £35,000 FTE (£26,133 Pro rata)

About Chain of Hope

Chain of Hope is an international children’s medical charity providing life-saving cardiac care to children in developing countries. Through a combination of overseas missions, training and patient transfers, we work to ensure that children with heart disease have access to treatment regardless of where they are born.

Office Manager

Chain of Hope’s Office Manager will have overall responsibility for Office Management, IT and will provide HR support . Working closely with the Director of Finance and Operational Systems they will demonstrate strong organisational and problem-solving skills, maintain efficient office operations, manage technology resources effectively, provide excellent support to staff, and ensure the workplace remains tidy, productive, and well-organised.

This role is a part time, hybrid position. The Office Manager will work 28 hours per week spread across the week, with a minimum of three days in the office.

Personal Attributes & Skills:

· An experienced Office Manager with an understanding of small organisations.

· Energetic and keen, with a flexible approach to organising a busy office.

· Proactive and have a clear approach to identifying and resolving issues.

· Have quick decision-making skills when operational or IT problems arise, and a good understanding of Microsoft 365 applications and administration.

· Knowledge of IT equipment, networks, printers, and telephony systems.

· Ability to liaise with external IT providers and troubleshoot basic technical issues

· Have an understanding of cyber security and data protection best practices.

· Understand the need for clear communication and collaborative working relationships.

· Demonstrates strong attention to detail and a commitment to information security, ensuring equipment is disposed of safely, securely, and in line with organisational policy.

· Have an understanding of sensitivity and confidentiality around HR information and recording.

Key Responsibilities:

Office Management:

· Ensure all office and home IT equipment, including laptops, monitors, printers and mobile phones are operational, maintained, and ready for staff use. Conduct weekly office checks on equipment.

· Ensure office is equipped with adequate stationary, ordering as necessary.

· Coordinate IT onboarding and offboarding processes for employees, including arranging equipment return and communication with leavers on process.

· Monitor and maintain office and home and IT asset inventories.

· Oversee the disposal and recycling of obsolete or surplus IT and office equipment in line with Chain of Hope policy and data protection requirements

· Organise and book meeting rooms, refreshments, taxis and couriers.

· Purchase home working and office equipment with an understanding of cost management and budgets.

· Ensure post log is being maintained accurately.

· Induct new staff on office procedures and ongoing communications to all staff for post and courier arrangements.

· Maintain office Rota, keep accurate records of workstation occupancy, monitor capacity levels and flag when at capacity.

· Act as the primary liaison with the building management team.

HR/Governance:

· Support the Governance & HR Officer in logging staff leave including holiday, TOIL, sickness and other leave.

· Support the CEO and Senior Management Team (SMT) with all aspects of recruitment.

· Ensure relevant pre-employment checks are undertaken, and required paperwork received. Including carrying out DBS checks & Right to Work in the UK checks, obtaining references & new starter documents.

· Work with the relevant line manager to plan, and carry out, inductions for staff/volunteers in all aspects of office systems, ensuring the high quality of service is maintained.

· Support with the health & safety compliance for the office including fire safety/wardens, first aiders, DSE assessments and relevant risk assessments. Ensuring staff are aware of health and safety requirements and have attended relevant training. Working with the Governance and HR Officer as required.

· Undertake Fire Warden responsibilities for the office.

· Assist the CEO and SMT with booking training courses for staff and ensuring the training log is updated.

· Assist with compiling & maintaining the office handbook; updating policies, processes and procedures.

· Process DBS checks for staff, Trustees and volunteers when they are due for renewal.

Closing date: End of day Wednesday 14th October 2026. Please note that we will be interviewing candidates as applications are received and may close the vacancy once a suitable candidate is appointed. Early applications are encouraged.