Job Overview

A fantastic opportunity has arisen for an exceptional, highly organised and experienced office professional to cover maternity leave as an Office Manager for Better Bankside.

The Office Manager plays a crucial role in enabling Better Bankside to service its membership and achieve its aim of driving positive change in one of the world’s great neighbourhoods. The postholder is in charge of ensuring the smooth day-to-day running of the organisation.

Key tasks include:

- Oversight of the organisation’s phone, IT and internet facilities, ensuring that these are functioning at all times.

- Ensuring external contracts are recorded and managed efficiently

- Oversight of office supplies and deliveries

- Manage the office administration budget

- Liaise with landlord for any building issues.

- Identify working practices to streamline working environment

- Monitoring the usage of the BB’s arch spaces on the Low Line.

- Ensuring the workplace is a covid-safe environment

- Oversight of the organisation’s Sugar CRM membership database.

- Key role in managing and documenting the organisation’s procurement procedures, including maintaining accurate records relating to contracts with suppliers

- Finance support including: administering the sales ledger, issuing invoices and keeping an account of theme budgets and relay information on these to managers, compiling and distributing payslips, pensions and tax information to employees

- Developing, implementing and monitoring HR policies and ensuring the organisation demonstrates best practice in areas such as employee absence, grievance, diversity, recruitment and staff development

- Ensure the staff handbook is up to date in line with best practice and current legislation, and convey the staff handbook to new employees

- Support recruitment of staff across the organisation: helping draft JDs, advertising roles, managing, scheduling and attending interviews. Managing the Be Applied unbiased recruitment platform

- Line management of one direct report: Business Support Coordinator

Person specification

The role requires a positive attitude and a flexible approach. The ideal candidate should be willing and able to take on a wide range of diverse tasks. There is no preference for any particular background, but you need be able to demonstrate an impressive range of relevant experience in the following areas.

Skills and experience

- Proven track record of organisational and administrative skills, with minimum of two years’ experience of working in a similar capacity

- A competent verbal and written communicator with a friendly and professional manner

- Experience of monitoring budgets and business planning

- A strong team player who will embody the BB culture

- Confident user of standard MS Office software packages

- Experience of working with database systems

- Conscientious, diligent and attentive to detail

- Problem solver and adaptable to new ideas

- Experience of providing administrative help for meetings (including preparing agendas, taking minutes)

- Able to confidently develop positive and productive working relationships

- Proactive and self-motivated, ability to prioritise own workload and to work to tight deadlines

- Interest in Bankside as an area to live, work and visit

- An understanding of Business Improvement Districts

About Better Bankside

Vision Powered by the people of Bankside, Better Bankside will be an agent of change, leading innovative economic, environmental and social action to advance one of the world’s great neighbourhoods, bringing benefits to business and Banksiders.

Mission We will improve everyone’s experience of the neighbourhood by co-creating our programme with Banksiders, responding inventively to urban challenges, and celebrating the differences that define Bankside as London’s Other Side.

Better Bankside was one of the first Business Improvement Districts (BID) in the UK, established in 2004. We are a partnership of local businesses, working closely with other community stakeholders to co-create a programme of projects and services that benefits the whole Bankside neighbourhood. Our core purpose is to promote local businesses and make a positive impact in our community.

As a BID, we are funded by a mandatory levy on businesses within a defined boundary. Our last ballot took place in November 2019, achieving overwhelming support from the business community, with 92% voting for another five years of Better Bankside.

Better Bankside is an organisation where you can make a real impact; and where you can expect to get involved in a wide-ranging programme of work.

We are a small team of fifteen in the Bankside office, plus our wardens and street cleaning teams. The way that we work with our members through our governance structure provides an extended network of regular collaborators and contributors.

Working arrangements

Better Bankside operates on a flexitime basis with mandatory core hours of 10am-4pm, Monday to Friday, with additional hours, evening and weekend work expected in accordance with the requirements of the post. Due to the nature of our work, a minimum of three days per week will be based in the office with up to two days working from home.

Throughout the pandemic, Government guidance has been adhered to with home working supported for those able to do so, and measures put in place to ensure the Better Bankside workplace is Covid secure.

How to apply

At Better Bankside, we celebrate diversity and promote equality and inclusion amongst our staff. We welcome applications from all, regardless of personal characteristics or background. We've taken the decision to use blind recruitment for this role and as such, we'd like applicants to apply by using the platform Be Applied.

Full copy of the JD can be found on our website

Closing date: 20th October 2021, 9am

Interviews (via Zoom): 22nd October 2021

Incomplete applications will not be considered. Applicants must be able to demonstrate the right to work in the UK.

Established in 1995, Bow Arts Trust has grown to become one of London’s leading affordable workspace providers for emerging artists and creative professionals. We champion lifelong learning and inspire future generations of young people to access the arts.

We are seeking an enthusiastic and highly organised Officer Manager to join the Bow Arts team. The role holds a key position in the Core Services team at the centre of the day-to-day operations of the organisation, acting as a vital support to our 4 delivery departments: 

• Learning 
• Studios 
• Arts and Events 
• Enterprise and Placemaking 

The Office Manager will play a key role in ensuring our operating systems remain effective and fit-for-purpose.

Bow Arts has a staff of 23, based mainly in our office at our Bow Road site (although hybrid working is currently in place) and is a friendly fast paced environment to work in. There is no direct line management of other staff in this role, however there is a requirement to work closely with, and coordinate back with, colleagues across all departments. The role requires attendance at evening Trustee meetings. 

Due to our work with young people, all staff are subject to an enhanced Disclosure and Barring Service (DBS) check.

Office Manager

Homelessness charity

Part-Time (30 Hours per week)

Temp (2-3 Months)

Pay: £16.81 + Holiday Pay: £2.03

London

Charity People are delighted to be partnering with one of London's leading homeless charities. We are seeking an energetic, personable, and insightful individual with experience of managing an office for a growing organisation, ideally in the charity sector.

Key responsibilities:

• Ensure the office space and facilities are organised and maintain office efficiency and productivity by planning and implementing office systems and layouts, allocating and managing office and storage space and procuring relevant equipment.
• Provide project management advice and support for any office move as required at the end of a lease term, working with others as required.
• Ensure provision of an adequate supply of materials and supplies including equipment, stationery, and sundries. Where suitable and cost-effective source 'green' suppliers and environmentally friendly products, promote recycling, sustainability, and reduction of office waste.
• Ensure that facilities meet all legal requirements and government regulations, environmental, health and security standards.
• Be the main health and safety point of contact and for the fire policy.
• Manage all aspects of reception, as well as rota management for volunteer cover.
• Line management of one receptionist, office volunteers, and office and facilities budget management.

Ideally, we are seeking an individual that has an empathetic attitude towards homelessness and vulnerably housed people. You will on confident self-starter with a collaborative work style, with ideally a wealth of experience in office management within the charity sector.

They are moving to hybrid working, with an approximate split of 50/50 for office and home working. They will hopefully be adding a new office in early October, so someone with experience of managing an office move would be ideal.

If you would like to apply, please send you word CV in word format to Zelda Leader ASAP! [email protected]

Listening Books is an audiobook lending service for people whose illness, disability, learning or mental health condition impacts on their ability to read the printed word. We have over 9,000 audiobooks in our online and postal catalogue and serve some 100,000 members across the UK every year.

We are looking to recruit a part-time Office Manager (21 hours per week) to support Listening Books' facilities and admin operations. Due to Covid-19, the role will initially entail hybrid working and will support a gradual return of staff to the office. This is an exciting time to join the charity following the launch of our new website and as we continue to grow our impact.

Main duties:

-To support the implementation of the health and fire safety, organisational risk, data protection, environmental and human resources policies on a day-to-day basis.
-Ensure the office environment is kept secure, safe and well-organised.
-To act as both Fire Marshal and First Aider.
-Coordinate contracts for building services and office equipment, ensuring value for money.
-Arrange and oversee building maintenance and improvement works.
-Arrange subletting of office space and manage the relationship on a day-to-day basis.
-Order stationery and other items as required.
-Book travel and arrange couriers.
-Troubleshooting IT issues and liaising with external IT support where required.
-Support the team with a range of admin tasks, including incoming and outgoing post, answering the telephone and monitoring the main email inbox.
-To undertake such other duties and responsibilities as may be reasonably required in a small charity where flexibility is essential.
-To work in a way that ensures the security and confidentiality of all personal data processed by Listening Books.

Person Specification:

Essential
-Excellent organisational skills with the ability to effectively and proactively prioritise own workload to meet deadlines.
-Excellent interpersonal and communication skills (both written and verbal) when dealing with a wide range of people.
-Experience of implementing health and fire safety measures and knowledge of key legislation.
-Experience of managing facilities in an office setting.
-Experience of procuring contracts for office equipment and services, negotiating excellent value for money.
-Good working knowledge of Microsoft applications including Excel, Word and Outlook.
-Excellent attention to detail and accuracy.
-A willingness to occasionally work outside of office hours when required.
-A strong commitment to Listening Books’ mission and a desire to help it achieve its aims and ideals.

Desirable
-Experience of working or volunteering in the charity or disability sector.
-Skills, knowledge and experience in any of the following areas will be an advantage: human resources; IT support; data protection (GDPR); commercial lettings.
-Fire marshal and/or first aid qualifications.

Benefits:

Matched contribution pension scheme up to a maximum of 8% of an employee's (gross) salary, following successful probation period. We also offer an interest free travel loan for eligible employees and paid sight tests, plus 20 days annual leave (pro-rata).

World Jewish Relief is a renowned Jewish international humanitarian and development agency with a remarkable heritage and an equally bold ambition, addressing Jewish poverty and global suffering. Our mission is to assist those living in poverty, affected by disaster or who are displaced, to earn a living, find employment and be better able to support themselves.  Last year we assisted over 115,000 people in 21 countries worldwide with life changing interventions. All of our programmes are delivered in partnership with local organisations rooted in their own communities.

We have an exciting opportunity for an experienced, proactive, motivated and highly organised Office Manager to join our exceptional team and be responsible for the smooth running of the office.

The main purpose of this role is to manage and maintain the office premises, be responsible for reception duties and manage the outsourced IT and facilities contracts. The postholder will also provide administrative support for the governing board and key HR processes.

The ideal candidate will have at least two years experience of managing a busy office including office administration and contract management. You will be highly organised and an exceptional team player, who is approachable, proactive and flexible. You will demonstrate the highest levels of customer service and be capable of working under pressure and able to prioritise tasks to meet deadlines.

World Jewish Relief promotes equality, diversity and inclusion in our workplace. We invite and welcome applicants from diverse backgrounds. We encourage applications from candidates of different ethnicities, socio-economic backgrounds, race, gender, age, disability, sexual orientation and of faith or none that meet the criteria set out for this role.

You don’t need to be Jewish to work for us, but you must be committed to our faith based values of Justice, Kindness, Repairing the World and Welcoming the Stranger. We are inspired by these values to work beyond our community, recognising the dignity and potential of all people.

A reputable Charity based in London are recruiting an Office Manager to join as a key member of their operational team. The post holder will be responsible for management of the back office and support functions.

Your duties will include:

* Overseeing the organisation's human resources needs including recruitment; HR support; performance management; workforce development and HR metrics
* Ensuring employees' salaries are paid accurately and on schedule each monthly pay period
* Liaising with an outsourced payroll and pension providers, providing accurate HR information on starters/leavers and maternity/paternity processes
* Ensuring timesheets are processed by the Finance Officer
* Overseeing monthly payroll processes to ensure staff are paid accurately and on time
* Ensuring efficient and effective governance support is provided to the Board and sub committees

* Ensuring that offer letters, contracts, welcome packs, references, personnel files, DBS and induction/probation are available, fit for purpose and are used to ensure effective on-boarding

* The co-ordination of all other business support requirements

The successful candidate must have:

* Experience and working knowledge of HR processes
* Experience of line management
* A good understanding of systems (for example CRM databases such as Salesforce, time and attendance platforms such as Kronos, payroll & finance functions)
* Operational experience within the business or the not-for-profit sector

Agency Reference Number: 3713390

Annual Salary: From £34,000 to £36,080 p.a.

Location: London

To apply for this role or to find out about other Charity jobs, please contact Myles Argent or Dannielle Day on the London Third Sector Recruitment team

Venn Group is an equal opportunities employment business and employment agency and welcomes applications from all candidates.

About Sponsors for Educational Opportunity (SEO) London

SEO London is a diversity-focused UK-registered charity with 20 years of history and expertise in working with and preparing talented students from ethnic minority or low socioeconomic backgrounds for career success. Our commitment is to work with the most ambitious young people, educating, inspiring, training and mentoring them to help them realise their potential, and through their success facilitate opportunities for others in the communities in which they live. 

We are a 35-member (and growing) organisation with offices in London Bridge.

Candidate Profile

We are looking for a personable candidate who has an excellent work ethic, is keen to take initiative, is enthusiastic and motivated to make a difference. Applicants should have a genuine passion for diversity, equity, and inclusion.

Essential skills and experience:

• 1-2 years' experience in an office administrator/manager or executive assistant role
• Knowledge of MS Office programs, in particular Outlook, Excel, Word, PowerPoint
• The ability to pick up systems and processes quickly
• High attention to detail along with excellent communication skills at all levels
• Pro-active and organised mindset with the ability to multi-task and prioritise busy workloads efficiently
• A team attitude - you pitch in when required
• Ability to work independently where necessary
• Time management
• Project management
• Drafting emails and documents
• Strong writing and presentation skills
• Friendly
• Event Management
• Persistent 
• A flexible, collaborative work style with a desire to succeed
• A calm and well organised nature

Good to have experience:

• Knowledge of Bright HR and Ucheck or similar HR platforms

Main duties & responsibilities

The prospective office manager/executive assistant will be central to organising and overseeing the general operations for the office. The individual will also be responsible for ensuring the seamless, proactive handling of our Executive leadership group. Being able to anticipate needs before they come up, respond quickly to ever-evolving requests with discretion and being two steps ahead of the game at any given time. Ensure the smooth running of the organisation.

The role includes the following duties and responsibilities:

• Manage the administrative aspects of HR by using the HR platform, including setting up new accounts, logging employee holidays etc.
• Provide support during the roll-out of key HR initiatives (e.g. Performance Reviews)
• Keep office health and safety policies are up to date
• Meet and greet new starters on Day 1. Train new staff on office equipment, policies, and procedures
• Manage the log of office equipment and distribution to staff
• Manage the info inbox, and divert emails to the relevant teams
• Front end phone support
• Schedule board meetings, distributing agendas and minute taking
• Prepare presentations as required
• Order office supplies, including everything from coffee to pens to desk chairs
• Coordinate travel details for business leaders or clients
• Manage and maintain executives' schedules, appointments, and travel arrangements
• Oversee administrative policies within the organization and within the office; recommend changes as appropriate
• Other ad hoc projects

Flexibility

To meet SEO London’s needs, a degree of flexibility is required, and the post holder may be required to perform work not specifically referred to above. Such duties will, however, fall within the scope of the role. The job description will be subject to periodic review with the post holder to ensure it accurately reflects the duties of the role.

Equal Opportunities Statement

As part of its recruitment policy, SEO London intends to ensure that no prospective or actual employee is discriminated against on the basis of race, sex, nationality, marital status, sexual orientation, employment status, class, disability, age, religious belief or political persuasion or is disadvantaged by any condition or requirement which is not demonstrably justifiable.

Are you looking for an opportunity to support a small charity's drive to ensure its office and administrative support systems meet the demands of a flexible and productive working environment? Do you agree that older people should be valued and listened to in building an inclusive and age freindly borough? If so we would like to hear from you.

Who we are

We are charity with 25 staff and 70 volunteers, specialising in support to older people in the London Borough of Bexley. The charity has undergone considerable change in the last three years, with further development likely. Older people constitute a substantial part of Bexley's population and our mix of services and support are geared toward reaching as diverse a proportion of that population as possible.

We are an organisation that has worked hard to increase the diversity of those who work for us, volunteer for us and lead us as trustees. We continue to strive to challenge any barriers in the organisation that do not make us an inclusive and diverse one, particularly for those using our services.

To make us a more representative organisation we actively encourage those from Black Asian and Minority Ethnic backgrounds to consider us as a place to work and volunteer. This role is no different from any other within that context.

The Role

Last year the charity upgraded all its IT systems, hardware, and administrative support functions as part of a move to a new headquarters and an increase in flexible working for its staff and volunteers. The impact of Covid has underlined the centrality of managing the relationships and issues central to efficient corporate administration. And this role will be a key one in creating a smooth interface between our systems, our contracted providers and the people who use them.

The charity also operates a volunteer-based information desk, which provides the principal information gateway into the charity’s services. As the coordinator of this resource the post holder will be responsible for maintaining the required capacity to meet caller and visitor demand.

Who you are

You are someone who is enthusiastic about the contribution that older people play in creating a socially inclusive society. You will be someone who is able to think laterally about how we use information and support technology to shape our working environment. But you will also be someone who is organised and structured in meeting the multiple demands central to a smooth-running office and the needs of people who work in it.

We will also expect you to have a high level of competence in supporting and developing our use of cloud-based support systems including our HR management tools, CRM and Office 365, as well as an ability to oversee our technical relationships central to our IT and telecoms systems.

You are a good communicator and a friendly face able to anticipate potential challenges and issues arising from office systems that don’t always work as well as planned.

On top of your salary, we offer a work-based pension and employers’ contribution of 6%. We also provide free access to independent counselling and a generous allowance for annual leave.

Details of the post can be obtained by following the links below. If you wish to apply for this post please forward an up-to-date CV and Supporting Statement of no more than two pages in addition to a completed equalities form.

Bath City Farm is seeking a new People and Office Manager to lead on ensuring a high-quality experience and working environment for all farm staff.  The Farm is a large site with many complex services, so this role needs an experienced people person with a great knowledge of HR policy and practice and a real enthusiasm for streamlining systems.  You will be joining a newly-appointed Farm Director, working in a Management Team of five.  Your colleagues will be looking after the site and the delivery of our various outreach, community, training and therapeutic programmes – but you will be right in the middle, making sure that the staff teams, the office systems and the IT are able to work together effectively: a pivotal role.  You might be looking to make a move into the charity sector, with the social value of the organisation visible to you every day.  Or you might want to step up in breadth and depth of management responsibilities.  Or you might value working in a small multi-disciplinary team where your opinions are listened to and have impact.  Whatever your motivation, we hope you will want to find out more about the People and Office Manager role and send us your application.

To apply, please visit our website where you will find a full job description & person specification, plus an application form, privacy notice for applicants and an equality, diversity and inclusion monitoring form to complete.

Trinity is recognised internationally and celebrated as one of Bristol’s most iconic music venues. Attracted by our reputation and musical heritage, Trinity receives some of the biggest names touring the UK - delivering an award-winning programme of live music, club nights and theatre.

In 2019/20 Trinity worked with over 200 cross-sector partners to deliver a programme of contemporary, participatory, socially engaged arts, engaging 60,000+ people across over 1,000 events and cultural experiences.

Now, as the world continues to unlock post pandemic and there is renewed optimism for live arts, Trinity’s role as a trusted community arts space, which welcomes and accepts everyone, has never been more critical.

As part of the Senior Management Team, The Finance & Office Manager will play central role – overseeing the financial functions of the organisation, whilst providing direction and oversight to ensure we have appropriate systems and processes in place - helping Trinity to navigate the months ahead and realise our Vision: Creative Expression for All. Because art is a powerful tool to educate, improve well-being, empower communities and effect change.

About Us: Community ConneX previously known as Harrow Mencap is a campaigning organisation and a multi-project service provider working across West London, supporting disabled people - and their families and carers - to ensure their needs, rights and aspirations are met.

Role Purpose: To proactively manage the delivery of personnel services on key areas including employee relations, HRIS, and across employee life cycle.

To lead in the coordination of office activities, efficiently planning and providing critical business resources necessary for seamless operations across the organisation.

Reporting to the Business Manager HR and Group Services, the jobholder will be responsible for the following key duties:

• Act as a trusted business partner by providing sound professional advice to staff and managers on people related issues that impacts on the business.
• In liaison with line managers coordinate recruitment implementation including organising shortlisting, organising of interviews, selection, and on-boarding programmes.
• Coordinate staff documentation, background checks and all other pre-employment protocols in line with safer recruitment policy.
• Advice on company policies and procedures, ensure compliance and initiate review when required.
• Analyse key staff issues including attendance, sick off, annual leave utilization, turn-over rate etc. and provide periodic management information on them for proactive intervention.
• Track staff completion of registered trainings and provide appropriate report. Maintain an up-to-date training matrix for all staff and ensuring compliance to CQC on mandatory courses
• Represent HR Department in various cross functional team meetings and projects e.g., workforce development working group, Job Evaluation working group, TUPE, etc.
• Manage vendors, suppliers and services providers ensuring adherence to contract terms and conditions.
• To ensure general building maintenance, health and safety compliance, insurance and inventory of company properties and assets, etc.
• All other functions as may be outline in the job description or assigned by the line manager from time to time.

Our ideal candidate will

• Advance knowledge and work experience in human resources and employment relations. Membership of CIPD is essential.
• Knowledge of UK employment laws is essential
• Knowledge of facilities management and procurement
• Have excellent communications skills, working with and supporting stakeholders.
• Proficiency in the use of computer (MS word, Excel and Power point and other packages)
• Ability to take initiative and work with limited supervision.

In return we offer a range of benefits including:

• Flexible/Hybrid working
• Pension up to 5%
• Death in service insurance
• Perkbox

We are committed to safeguarding, equal opportunity, and we guarantee an interview to all applicants with disabilities meeting the minimum criteria for the post.

To express an interest in this post please email your CV/application form.

Beyond the Streets is a small charity with a big impact on creating routes out for women in prostitution in the UK. Your role is to support the ongoing work of Beyond the Streets by providing administration to ensure the efficient operation of the charity’s mission. You will play a valued role in the organisation and are key in supporting the directors and employees through a variety of tasks related to organisation and communication. You will be motivated and have relevant experience; someone who can understand the big picture and work to make things happen.

This is a part time job, 3 days per week, that will help ensure our organisation is thriving.

This post is for one year only to cover maternity leave

Mind in Enfield and Barnet is a fast-growing charity in North London providing much needed therapy, wellbeing support and advocacy services to people with mental health problems. This growth has created the need for us to expand our office administration and reception team through the recruitment of an Office Administrator and Receptionist.

The purpose of this role is to be the face of Mind in Enfield and Barnet, providing a welcoming, pleasant, safe, and functional environment for visitors, clients, volunteers and staff and to work closely with the HR & Office Manager to ensure the smooth day-to-day running of the organisation through good administration. The role will be 25 hours per week.

This role will be based at our Barnet office but you will be expected to go to our Enfield office when needed.

We’re looking for a friendly and organised Office Administrator to join our team on a permanent full-time basis.

Supporting the Office Manager and Director of Engagement, this busy role will see you working across all teams to provide administrative support to the charity.

Previous experience in data entry, Excel spreadsheets and mail merge is essential. As is a good telephone manner and the ability to manage your own workload.

See the full job description for more details.

Please apply with your current CV and a cover letter to show us how your knowledge and skills match this role.

Closing date for applications: 6 November 2021