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Office Manager

We are recruiting for this crucial role in the organisational team!

 

Job description

JOB TITLE:                                Office Manager

 

REPORTING TO:                       WRT Director         

 

DEPARTMENT:                          Operations

 

DIRECT REPORTS:                    None currently

         

LOCATION:                                Low Barns Office, Witton le Wear

 

JOB TYPE:                                30 – 37.5 per week depending on successful applicant’s preference, to be worked flexibly.  Permanent, subject to funding.

 

SALARY:                                    £23,500 to £25,500 based on 37.5 hours per week depending upon skills andexperience.

 

ANNUAL LEAVE:                        25 days plus bank holidays based on 37.5 hours per week

                                                 

KEY CONTACTS/RELATIONSHIPS:

 

  • INTERNAL: WRT Director and Project Officers; Trustees; Volunteers.

 

  • EXTERNAL: Suppliers of goods and services; banking contacts; EU and UK project partners; funders; publicity & media.

 

 

MAIN OBJECTIVES:

 

Manage governance, financial, operational and administrative processes to support staff and trustees to deliver their own objectives.

 

Manage the relationships and communications with volunteers comprising individuals, community groups and business organisations.

 

Manage UK and EU funders’ reporting and monitoring requirements, including liaison with project partners.

 

Manage publicity by issuing press releases, updating the WRT website and posting to social media.

 

KEY JOB RESPONSIBILITIES:

 

  • Maintain the Low Barns office as a support hub for Project Workers and manage the remote storage units including dealing with office Health and Safety requirements.
  • Control and issue of office supplies and equipment.
  • Maintain and develop administrative and financial systems and records, including monitoring project budget variances and outputs.
  • Keep WRT in the news by issuing press releases and updating the WRT website, facebook and twitter feeds.
  • Manage financial transactions using Sage 50 including invoicing and banking. Prepare budgets and cashflow reports.
  • Produce month end reports and quarterly reports for Trustees. Manage the year end process by liaising with the Auditors.
  • Co-ordinate the recruitment and management of new and existing volunteers including managing the volunteer database.
  • Manage the outsourced payroll and process pension deduction payments.
  • Support maintenance of Governance, Policy and Procedures files.
  • Provide confidential secretarial support for WRT Trustees and all projects.
  • Facilitate new staff recruitment and induction.

 

 ADDITIONAL INFORMATION

  • The post will be based at the WRT office, currently Low Barns, Witton le Wear, Co. Durham, DL14 0AG.
  • The post will involve some travel around the catchment and potentially further afield in the UK and EU to attend meetings.
  • The office is located in a remote location not served by public transport. Meetings are held in various locations around the North East. The post holder must be able to travel to these locations independently.
  • The post holder must be flexible to work as circumstances require, occasionally in the evening to support meetings or community events.
  • Handover familiarisation and training will be given to fulfil responsibilities as required.

 

The post is subject to Disclosure and Barring Service ( DBS ) checks

 

PERSON SPECIFICATION

 

Knowledge and Technical Skills

 

Essential

AAT or equivalent qualification or financial management experience

Good working knowledge of Microsoft office applications especially Excel

Database management

Internet banking

Customer service and excellent telephone manner

Effective Time Management

Manage the IT and telecommunications contracts and support services

Desirable

Volunteer management

Process and task Management

 

Experience

Essential

Working in the not for profit sector including governance, year end accounts and working with Trustees

Administration and office  management, requiring little routine supervision

Team working and support, including working remotely from other team members

Point of contact for external organisations

Provision of secretariat services (e.g. organising meeting dates, production and co-ordination of documentation, minute taking)

Desirable

Organise staff travel and accommodation

Social media and publicity  management

Personal Attributes and Skills

Essential

Excellent team working organisational and time management skills

The capacity to prioritise tasks and work under pressure

Strong  interpersonal, oral and written communication skills

Self-motivated with the ability to problem solve and work on own initiative

Attention to detail with flexibility and adaptability to changing workloads.

 

 

 DETAILED OBJECTIVES

 

Broad objectives and key responsibilities will be used as the basis for developing specific individual objectives. Personal objectives will take into account current issues and are subject to change through regular reviews.

 

TRAINING AND DEVELOPMENT

 

Employees must share responsibility for the identification and implementation of their own personal development plans.

 

GENERAL PERSONAL SPECIFICATION

 

The post holder will take responsibility for the Trust support function. They must be flexible, self-reliant and take responsibility for processes and tasks allocated and have the confidence to act as first point of contact in the office and to support colleagues working remotely.

 

 

Please apply by sending your CV and covering letter including the Equal opportunities monitoring form to Peter Nailon at peter.nailon@wear-rivers-trust.org.uk

Closing date for applications: 9am Monday 12th June.                                         Interviews will be held on either Friday 16th or Wednesday 21st June

 

Please see our Get Involved page for details of our current volunteering opportunities.

        

 

                

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