JOB DESCRIPTION: OFFICE MANAGER

TITLE: OFFICE Manager

SALARY: £29,000 per annum

HOURS: 37.5 hours per week, Monday to Friday. (Note: We can offer flexibility in hours of work to the right candidate.)

BASED AT: Build on Belief Head Office, 69 Warwick Road, Earls Court, London SW5 9HB

REPORTS TO: Chief Executive

ABOUT BUILD ON BELIEF: We’re a charity dedicated to helping people who have, or have had issues with drugs and alcohol use, working to improve and sustain their health and well-being and help them lead fulfilling lives. We always run services at the weekends and in some centres during the week as well, and our unique model of socially based peer-led service provision means that almost everyone who works or volunteers for the charity has lived experience of such problems. More information can be found at www.buildonbelief.org.uk

ABOUT THE ROLE: You will work closely with our CEO and local service managers to ensure the smooth and sustainable day-to-day running of the office. We are looking for a reliable, detail-oriented person who is supportive of the work we do and is capable of both meeting deadlines and managing their own workload.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES:

Financial

Day to day book keeping, including invoicing, payment reconciliations, records of expenditure and reconciliation against the bank account.

Payroll management for the staff team, including the required payment to HMRC and the pension provider via BACS.

Regular financial reports prepared for the CEO and the Board of Trustees.

Working with the CEO to produce individual project budgets, monitor expenditure against targets and report income against expenditure on a monthly basis.

2. Administration

Maintain a working office environment, including facilities, IT and office supplies.

Servicing the Board of Trustees under the direction of the CEO in preparing agendas for meeting, taking minutes, and ensuring papers are collated and disseminated in advance of the meetings.

Co-ordinating and managing the preparation of data and reports from service managers in time for contract monitoring reports.

Coordinate the annual Volunteer Award Ceremony, including practicalities of setting up the event.

Oversee the maintenance of the official to acceptable Health and Safety standards.

3. Human Resources

Ensure HR records are kept for all staff members and that all relevant information is up to date.

Keep track of policy review dates, ensure they are reviewed regularly and work with the CEO to ensure they are in line with legislation and best practice.

Coordinate with the CEO the annual performance review process

Coordinate training sessions and records

4. I.T.

Update computer equipment and software as agreed with the CEO. Perform regular back-up of office computers.

Administer office operating system subscriptions, user names and passwords.

Act as ‘first port of call’ for GDPR responsibilities

5. Communications, including website and social media

Work with service managers to ensure information on the website is accurate and up to date

In collaboration with the CEO act as coordinator and curator of both website and social media activity

Ensure there are up to date mail out, and key external and internal contact lists.

Support the preparation, production and distribution of the Build on Belief newsletter.

Maintain good communications internally and externally with local partners, commissioners and other key stakeholders and contacts.

6. Fundraising

i. Develop and manage a funding records data base

ii. Support the CEO in preparing larger funding applications.

7. General.

In carrying out the above duties the post holder will:

Work closely with the Chief Executive in order to optimise their respective roles.

Follow the charities policies on: Equal Opportunities, Confidentiality, Data Protection, Health and Safety, Financial Regulations and Standard Operating Procedures.

Undertake other duties appropriate to the role.

*This job description covers the key aspects of the post but may be amended and reviewed. Any change will be made following a proper period of consultation

This post is subject to a Disclosure & Barring Service check at an enhanced level.

PERSON SPECIFICATION CRITERIA

About You

You have the experience and skills to work independently in a small office and are keen to join a team working hard to help some of the most disadvantaged people in society. Having lived experience of substance use problems is not essential for this role but having empathy with our cause is.

You are a gifted administrator with good attention to details and the understanding that a role like this is about more than good record keeping and reporting – it’s the engine for developing the organisations culture, sustainability, growth and impact.

Essential Requirements

The ability to work both independently and as part of a team

A proven track record of attention to detail

The ability to multi-task and provide support to others in the organisation

The ability to prioritise workload and work proactively with minimal supervision

Excellent knowledge of Word for Windows, Excel and Power-point and the ability to use all of them effectively.

Build on Belief

March 2019