UNISON

OfficeManager (Edinburgh)

(cover for Maternity Leave)

ScottishRegion

Ref: R7/83T

Grade 5

JOB DESCRIPTION

Reports To: Regional Manager, Corporate Services

OVERALL SUMMARY

To manage the Corporate Services functions in the Edinburgh office – office budgets, office health and safety requirements, ICT facilities, membership database and systems, manage team of support staff, estates management and administrative support systems.

KEY TASKS AND RESPONSIBILITIES

Managerial/Leadership

Manage administrative and cleaning staff within theEdinburgh Office, including Membership Clerks, Clerical, Secretarial and Support Staff.

Manage all the office functions within the Edinburgh Office including finance, estates, ICT, premises, membership system, photocopying and administrative systems, health and safety. Review maintenance contracts, liaise with contractors and national office. Office contract for IT systems, including hardware and software issues in conjunction with remote support systems.

Financial

In liaison with Regional Manager on an annual basis prepare the operating budget for the Edinburgh office. Monitor expenditure and income on a monthly basis reporting to the Regional Manager.

Action all authorised payments and manage the expenditure of goods and services for the Edinburgh Office. Use relevant electronic authorisation system e.g. DCal. Maintain Petty Cash system. Prepare invoices as required. Produce financial reports as and when required.

Administration

Review and maintain membership function across the Region; provide advice and information to staff and branches on the effective use of the membership system to help achieve UNISON’s objectives. Produce reports ensuring up to date with Industrial Action procedures as effects membership system.

Undertake the on line registration for the Scottish Branches to National Conferences and ensure that procedures are followed in line with UNISON’s rules and code of good branch practice; with particular attention to proportionality and fair representation.

Ensure that efficient and effective administrative systems are in place to support our organising culture.

Communications (Internal and External)

Working with the Regional Manager, ensure the effective use of Information Technology in the Edinburgh office line with UNISON’s protocols.

Undertake briefing and training of staff on new systems or new starts on UNISON IT systems.

Specialist/Technical

To be able to use a wide range ofInformation Technology including all Microsoft applications and be able to learn new applications as and when required.

Sound knowledge and application of large databases.

Application and knowledge of electronic budgeting and financial systems.

To make effective and efficient use of all forms of communications.

Health and Safety legislation/best practice as it applies to premises and staff/visitors.

General

To be able to travel within and outwith Scotland

Manual handling i.e. IT set up

Deal with difficult people issues e.g. in person/phone

To be able to work to tight deadlines

UNISON

Office Manager (Edinburgh)

(cover for Maternity Leave )

Scottish Region

Ref: R7/83T

PERSON SPECIFICATION

UNISON is an equal opportunities employer, committed to providing equal opportunities regardless of race, marital status, gender, sexuality, disabilities or age. This Person Specification is designed to help members of the Interviewing Panel judge the qualities of the interviewees in a systematic and consistent way in accordance with UNISON’s Equal Opportunities policy. It is given to all job applicants for information.

Managerial/Leadership

  1. Ability to manage a wide range of staff, using effective interpersonal skills.
  2. Ability to manage a team through demonstrating effective leadership skills.
  3. Ability to chair meetings, conduct individual meetings, coach and train.
  4. Ability to prepare and manage budgets; providing regular clear and concise information on the financial position of office budget.

Social/Personal

  1. Demonstrate excellent interpersonal skills.
  2. Ability to deal with potential conflicts and challenging situations.
  3. Ability to work to tight timescales and under pressure.
  4. Ability to work on their own and as part of a team.
  5. Ability to use own initiative in all areas of work.
  6. Commitment to and understanding of equal opportunities and good practice in a workplace setting.
  7. Commitment to values of UNISON
  8. Ability to coach/train staff and activists
  9. Lead Team meetings/1-2-1s
  10. Liaise with branches/lay structures

Communication

  1. Knowledge of effective electronic communications as well as other forms.
  2. Ability to ensure effective communication across teams/offices

Specialist/Technical

  1. Ability to learn new IT applications and advise others on their use.
  2. Detailed knowledge of data bases and their uses.
  3. Detailed knowledge of the use of different forms of ICT to communicate with others in a clear and understandable format.
  4. Health & Safety legislation, systems, policy and procedures
  5. Office Budget Systems – use IT systems
  6. Detailed knowledge of estates management
  7. Knowledge of industrial action procedure
  8. negotiate with contractors

General

  1. Manual handling
  2. Ability to travel