Office Manager

Job Description

I am delighted to be working with a rapidly-growing homelessness charity in search of a part-time (4 days a week) Office Manager. You will join a collaborative team who love making a positive impact, he charity coordinate Londons largest emergency wintershelter network and by provide a year-round advice service to help people move beyond homelessness. Since 1999, thousands of men and women have found safe shelter and the support needed to leave homelessness behind. Main duties: Office Management Ensure theoffice 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. Ensure that the meeting roomsare clean, tidy and maintained to a good standard and that booking systems are efficiently implemented. Ensure provision of an adequate supply of materials and supplies including equipment, stationery and sundries. Where suitable and cost-effective sourcegreen suppliers and environmentally friendly products, promote recycling, sustainability and reduction of office waste. Organise and review office security and general administrative processes and induct new staff on relevant office processes, includingdata protection, security and fire safety. Ensure key office and facilities services are organised including: cleaning, security, waste removal, light and heat, printing, furniture, postage and carriage services. Ensure that facilities meet all legal requirementsand government regulations, environmental, health and security standards. Provide advice and support around continuity planning so that in the event of a fire or major failure the charity can continue to operate and recover quickly. Implement any internaloffice reorganisations whilst ensuring minimal disruption to staff. Reception Manage all aspects of Reception, ensuring that we deliver high levels of customer service to staff, guests and other visitors, creating a warm and welcoming environment. Ensure thatreception is adequately covered through staff and volunteers, and put in place a plan for lunch breaks, holidays and unexpected absence cover. Ensure that ad-hoc cover (e.g. volunteers) are adequately briefed and trained in Reception duties and priorities.Ensure that post and deliveries are appropriately managed and processed. Information & Communication Technology Maintain a good working relationship with information and communications technology (ICT) support contractors, ensuring that the charitys ICT continuesuninterrupted and following the disaster recovery plan in the event of any disruption. Working with the ICT support, ensure ICT equipment is up to date and fit for purpose, and procuring new equipment as required. Arrange training and induction of staff/volunteersin policy and procedures for use of equipment. Manage information services and file archiving. Office Building Management and Maintenance Provide project management advice and support for any office move as required at the end of a lease term, working withothers as required. Plan, cost and oversee office maintenance, including repairs, redecoration, and PAT testing. Maintain a good working relationship with the Landlord, including ensuring up-to-date office licences are in place and that we are being regularlyinvoiced. Maintain a secure office environment, including adequate procedures and systems; briefing staff on their responsibilities to maintain a safe, secure working environment. Health and Safety Responsible for Health and Safety for the office and widerworking environment for all staff. Ensure compliance with all relevant legislation. Review, implement and manage the Health and Safety policy and Fire policy. Provide updates and advice to staff as necessary. Lead on all aspects of keeping staff working environmentssafe and risk assessed, including COVID-19 risk assessments. Ensure that DSE Risk Assessment for office-based staff and Risk Assessments for lone working staff are implemented effectively and deal with any issues accordingly. Recruit, arrange training forand support fire marshals and first aiders (internal staff). Maintain the accident/incident book; report incidents within the required time frame; escalate issues accordingly. People Management Support and line manage the receptionist and office volunteers.Conduct regular supervision meetings and performance appraisals. Other Manage the office & facilities budget, ensuring that spend is closely monitored and accurately recorded, within budget, is cost-effective and provides good value for money. Attend and participatein management meetings, and other ad hoc meetings when necessary. Undertake other ad hoc tasks as directed, such as assistance with events and occasional administrative support to the CEO. If you have the above skills and experience and are immediately available,please apply online today!