Office Manager and PA

Job Description

Purpose of the Job:To manage and deliver an efficient office administration service for Cherry Tree, working closely with the Chief Executive and Finance Manager to ensure all office systems support the aims of the business. To provide PA support to the Chief Executive, assisting with Board servicing, taking Minutes of Board meetings, and dealing with confidential information with sensitivity and professionalism. To line manage all office based administrative staff, allocating duties and managing in line with the responsibilities of the post.

Duties

1. Main Duties:

  • Ensuring the incoming post is distributed and the outgoing post is sentdaily
  • Ensuring that all telephone calls are dealt with promptly and efficiently
  • Recording and distributing of purchase invoices for authorising
  • Provide a PA service for the Chief Executive, managing the Chief Executive’s diary, assisting with preparation of presentations ( including Powerpoint ), and dealing with telephone calls and routine enquiries
  • Receive and deal with requests for repairs, ensuring all repairs are given the correct level of priority, and logged accordingly
  • Act as the Complaints Officer for Cherry Tree, ensuring that all complaints are dealt with within set time limits. With the Chief Executive, produce a summary report on an annual basis for review by the Board
  • Manage the office supplies of stationery, kitchen and cleaning supplies
  • Send standard letters on behalf of the staff team on request
  • Take the lead in ensuring that the office complies with all Health and Safety regulations. Arrange an annual health and safety inspection, and ensure the outcomes are reported to the Board
  • Manage the office cleaning contract
  • Any other duties from time to time that may be requested, and which are commensurate to the level of the post

2. Finance:

  • Ensure that all expenditure is made in accordance with the Financial Regulations
  • Authorised purchase invoices are recorded for input by the Finance Manager
  • Fortnightly payment runs arranged and payment queries dealt with promptly
  • Petty Cash for the office and handy man records are accurate and checked each month
  • Manage budgets for each year and assist in new budgets with the Finance Manager

3. Personnel:

  • Ensure staff files are kept up to date, kept confidential, are well maintained, and that all relevant approvals ( right to work in the UK, DBS checks, references, etc. ) are in place
  • Annual appraisals are booked, logged and authorised
  • Declarations of Interest and DBS checks are in place and up to date
  • Maintain Board files ensuring they are kept up to date in-line with good governance guidelines
  • Process requests for Annual Leave and manage sickness absence notifications in line with company policy.
  • Oversee the recruitment of new staff, including advertising, applications and arranging interviews

4. Contractors and suppliers:

  • Ensure that lists of all contractors and suppliers are in place, ensuring that both are reviewed on a rolling basis and that outcomes are reported to the Audit Committee and the Board annually
  • Ensure that all contractors provide evidence of insurance cover for all liabilities when working for Cherry Tree, and that all their staff have current clear DBS checks in place
  • Each property has an up to date contractors list locally for emergencies and various repairs.
  • Keep the list of suppliers under close review, with the objective of achieving good Value For Money

5. Network & Filing:

  • Maintain a centrally accessible calendar for all office staff
  • Ensure the central system is being utilised and relevant information filed correctly
  • Review and update tenancy files, ensuring all relevant information on the current tenant(s ) is easily accessible, and that information on the tenant and the property is clear and properly referenced
  • Review the property files, ensuring all legal documents, agreements, and history of works carried out are in place and accessible

6. Board and other meetings

  • Working with the Chief Executive and Finance Manager, ensure that agenda and papers for all Board and Committee meetings are collated and distributed on time
  • Make arrangements for preparation of the room for meetings, and arrange catering as required
  • Meet and greet Board members on arrival and any additional guests in a professional manner
  • Attend Board meetings, and produce draft Minutes for approval by the Chief Executive

Person Specification

The criteria for shortlisting for interview are divided into Essential, and Desirable requirements.Unless otherwise shown as Desirable ( D ), all other requirements are Essential to the job.

Personal attributes

  • Well organised and self motivated
  • Committed to continuous improvement
  • Able to work with people from all backgrounds
  • Good people skills and telephone manner
  • Committed to excellent customer service
  • Good attention to detail
  • Can manage confidential information to a high professional standard
  • Able to obtain clearance under the Disclosure and Barring Service
  • Committed to the principles of Equality and Diversity

Skills

  • Previous experience of managing staff
  • Experience of minuting meetings and organising and distributing meeting agendas
  • A confident user of Word, Excel, and Powerpoint
  • Excellent organisational and time management skills
  • Proactive - sees issues and builds solutionsD
  • Able to generate original clear, concise, professional documents
  • Previous experience of having worked for a housing association D
  • The ability to prioritise tasks and work under pressure
  • The ability to manage own workload and supervise the work of others
  • Problem solving approach to work

Qualifications

  • Educated to GCSE Advanced level or equivalent D

Other

  • Minimum of 2 years in a supervisory role
  • Use of a car for business purposesD

August 2017