Office Manager

Office Manager

Part time homeworking/ part time Westminster 

Application Deadline: midnight, Thursday 23 April 2021

We will be reviewing applications as they are submitted.

Background:

This is an opportunity for an experienced and proactive digitally-savvy Office Manager or PA wanting to work in a friendly and inclusive environment whilst helping in the community of St Andrew’s Youth Club. The Club is a vital resource for the local community; enriching young lives by offering young people sporting, artistic and recreational activities in a safe, attractive environment in the heart of London. It has been operating throughout the pandemic, responding to restrictions but continuing to provide vital youth work in one form or another, thanks to our dedicated team of Youth Workers.

Role:

The Office Manager’s role is to use her/his office skills to provide support to the Chief Executive and Youth Club Manager as well as being able to work independently to ensure the smooth and efficient day to day running of the building.  From reviewing and negotiating contracts with the building’s suppliers, to monitoring and increasing bookings for the building’s facilities, from ensuring staff and building compliance are up to date and implemented, to helping the Club transition its records and systems from paper to digital.

This position would suit someone who is organised and thorough, outgoing and pro-active. St Andrew’s has a tight knit supportive and friendly team who work well together in ensuring that the needs of the Club are met.

Key responsibilities:

Digital, Data and Comms: 25%

• Demonstrate proficiency with Microsoft 365 including excellent Excel skills, and knowledge of Teams;
• Maintain  the transition to digital of GDPR-compliant data collection and records;
• Manage Gym digital memberships, Risk Assessments and bookings in the shared Teams calendar;
• Issue group text to parents via Text Marketer in line with GDPR guidelines;
• Adopt the role of Data Protection Coordinator, and lead on the completion of our annual ICO self-assessment;
• Manage internal training on data security and compliance, and encourage best practice in line with GDPR guidelines and ICO recommendations;
• Lead on the implementation of the new CRM system, currently in development, to facilitate improved data gathering;
• Keep the Club’s website updated in relevant areas and be the key contact for the integration of the new CRM with the new website regarding membership and bookings;
• Train all staff in the new CRM;
• Be the key contact for the smooth running of the Club’s internet provision.

Building/ Cleaning Supervision/ Security: 25%

• Manage a register repairs services to ensure the safe running of the building within budget;
• Proactively manage building maintenance and book in appointments with the Club’s caretaker or youth worker staff;
• Ensure compliance with all building Health & Safety and Fire Safety requirements and other legislation;
• Conduct weekly fire alarm tests, and annual fire drills with staff.

Staff, Volunteers, Trustees and HR Management: 25%

• Be responsible for issuing and GDPR filing of employment contracts to staff;
• Carry out inductions, complete Disclosure and Barring Service applications for new staff and volunteers through an online DBS umbrella company body;
• Help write and implement new staff-related policies eg Wellbeing in the Workplace; Training & Development;
• Prepare any necessary Team-related documents for the London Youth Quality Mark, Gold Award and manage the submission process;
• Set up, attend and minute take at bi-monthly Management Committee meetings and manage the secure Teams access for Trustees;
• Book training for Trustees as required;
• Manage sickness/ holiday and training records;
• Manage the Net2 Paxton entry system including setting up access codes and passes for staff, and business members.

 Admin and Office Supplies: 10%

• Screen emails, take phone calls and respond to general enquiries;
• Maintain an efficient and tidy office and archive;
• Help establish new office systems;
• Order items for the Club and keep track of invoicing and accounts for monthly reconciliation.

Rentals – Space and Minibus: 15%

• Maximise and manage rental of spaces in the Club: show potential hirers, manage risk assessments, take bookings;
• Prepare and update Risk Assessments in the light of Covid-19.
• Ensure timely invoicing and payment of rent;
• Ensure all fire and emergency procedures are in place, understood and adhered to by all staff and regular users;
• Manage monthly logging in Registers and invoicing of Personal Trainers’ sessions;
• Provide monthly breakdown of card transactions to book keeper;
• Manage loan of Club’s two minibuses;
• Ensure documentation for minibuses is kept up to date, including mot/ tax/ insurance/ service etc.

Due to the varied nature of this role, the above responsibilities are not exhaustive. An ability to attend occasional evening meetings and events is required. Time off will be given in lieu of out of hours work.

Person Specification:

• You have a proven track record of successfully completing complex tasks to a high standard; 
• You are an energetic, self-motivated individual, good at working with and motivating others;
• You are organised and work methodically, but are comfortable working under pressure and unflappable in the face of unforeseen priorities;
• You are as happy to be delegated tasks as you are to make this job your own;
• You are a multi-tasker, possibly worked in production and a busy office environment;
• You have proven success in management and ready for a senior role;
• You are computer and systems literate to a high level;
• You are personable, patient and proactive;
• You can be relied upon to foster good relations with stakeholders;
• You are required to make your role fit the vision and purpose of the organisation.

Benefits:

• 25 days’ annual leave entitlement plus Bank Holidays;
• Pension scheme contributions;
• Wellbeing benefits.   

If you think you would be a good match for this role, apply below.

Please be aware that applications will only be considered if they include a covering letter/ personal statement addressing why you are suitable for the role.