Royal Borough of Kingston Upon Thames

Job Description

Job Title:Office Manager

Salary: £24,000 pa

1. Responsible to: Head of Operations, Chief Executive and HR Manager
2. Responsible for: Administration Assistant
3. Important Functional Relationships: Staff within Balance and Pure Innovations (partner organisation)

External contacts:

• Commissioners, funding bodies, supported employment agencies and partners, voluntary sector and local health trusts, service users and their families, and members of the public.

Main Purposes of Job

1. To provide effective PA support to the Chief Executive and administrative support to the Balance team based at Hollyfield House.
2. To collect and produce statistical information as required by our different funding bodies.
3. To be the main point of contact for the team’s IT system and database.

The post holder will work a36 hour week. The post holder must be willing to work flexible hours as dictated by the needs of the role. In such cases the post holder will be able to claim time off in lieu.

General Duties

1. To be responsible for the provision of the administrative functions of head office at Balance and any sub projects that are devolved from Balance and oversee the work of other team administrators to ensure continuity of approach
2. Provide effective, robust and high level PA support to the Chief Executive including diary management, off-site meeting bookings, travel bookings, confidential filing, report writing, minute taking and support with presentations, support with funding bids research.
3. To oversee the Health & Safety of our office area.
4. To manage your own workload, prioritising work, in consultation with the Head of Operations
5. To develop office systems in accordance with procedures, including the provision of management information. Ordering stationery, IT equipment and other office equipment as necessary.
6. To provide database support and act as the super user for the team. Liaise with team members to produce reports for Managers, Commissioners and Board Members.
7. HR recording and producing and collocating reports for Balance board. Including:

• Collating details of leave and staff turnover.
• Administering HR files and supporting with the recruitment of new staff.
• Liaising with finance manager and team managers to administer monthly payroll,collating accompanying documentation.
• Using sage HR database to monitor staff establishment and producing management reports.

1. To take accurate minutes of complex meetings- board level and confidential HR related meetings
2. To update the Balance website using Wordpress with news items, media and staff items,
3. Administrating Disclosure and Barring checks with the provider.
4. Branding support to ensure consistency of documents produced for Balance.
5. Liaison with landlord and Health & Safety lead
6. Take part in the induction and development of new staff joining the organisation
7. Attend staff meetings and training as required
8. Adhere to Balance’s Health and Safety policies and to report any shortfalls to

your line manager.

1. Carry out any other duties as are within the scope, spirit and purpose of the job, thetitle of the post and its grading, as required by your line manager or his/her next higherlevel of authority.
2. Working closely with Admin staff on different projects.
3. Booking rooms for meetings at Hollyfield House and Sessions House.
4. Monitor staff sickness/annual leave.
5. Organising refreshments and material for meetings and training days.
6. Preparing staff contracts and other confidential documentation.
7. Posting job advertisements online and Balance website.
8. Be the first point of call for enquiries by telephone, letter, e-mail or via the website
9. Collecting post and distributing accordingly.
10. Excellent standard of written English combined with the ability to produce high quality written documentation to the highest level of accuracy combined with the ability to proof read to the same high standard documentation provided by external parties
11. Highly developed interpersonal and excellent communication skills with the ability to articulate often complex matters in an accessible way
12. Ability to remain calm and professional within a busy environment

Person specification