JD and Person Specification - Office Manager - North West Region (Sept 2016)

UNISON

Office Manager

North West Region

Ref: R6/130

JOB DESCRIPTION

Grade:5

Hours:35 per week

Location:North West Region, Manchester, Arena Point

Reports to: Regional Secretary

OVERALL SUMMARY

To manage the Central Services functions in the Manchester 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, clerical and cleaning staff within the Manchester Office, including Membership Clerks.

Manage all the office functions within the Manchester Office including finance, estates, 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.

Manage all the office functions within our Cumbria Resource Centre as listed above.

Financial

In liaison with the Regional Secretary on an annual basis prepare the operating budget for the North West Region. Monitor expenditure and income on a monthly basis reporting to the Regional Secretary.

Oversee all authorised payments and manage the expenditure of goods and services for the North West Region. 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.

Oversee the use of PSE to record sickness, leave, training and changes to contracts.

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

Assist in staff recruitment including interviews ans assessment centres.

Communications (Internal and External)

Working with the Regional Secretary ensure the effective use of Information Technology in the North West Region in line with UNISON’s protocols.

To liaise with the Landlord and Head Office regarding property matters.

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

Specialist/Technical

To be able to use a wide range of Information 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 throughout the UNISON North West Region as required, including occasional overnight stays and weeken and evening work.

Manual handling

UNISON

Office Manager

North West Region

Ref: R6/130

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.

1. Ability to manage a team through demonstrating effective leadership skills.

1. Ability to chair meetings, conduct individual meetings, coach and train.

1. 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.

1. Ability to deal with potential conflicts and challenging situations.

1. Ability to work to tight timescales and under pressure.

1. Ability to work on their own and as part of a team.

1. Ability to use own initiative in all areas of work.

1. Commitment to and understanding of equal opportunities and good practice in a workplace setting.

1. Commitment to values of UNISON.

1. Ability to coach/train staff and activists.

1. Lead Team meetings/1-2-1s.
2. Liaise with branches/lay structures.

Communication

1. Knowledge of effective electronic communications as well as other forms.

1. Ability to ensure effective communication across teams/offices.

Specialist/Technical

1. Ability to learn new IT applications and advise others on their use.

1. Detailed knowledge of data bases and their uses.

1. Detailed knowledge of the use of different forms of ICT to communicate with others in a clear and understandable format.

1. Health & Safety legislation, systems, policy and procedures.

1. Office Budget Systems – use IT systems.

1. Detailed knowledge of estates management.

1. Knowledge of industrial action procedure.

1. Negotiate with contractors.

General

1. Manual handling.

1. Ability to travel.

1. Work to tight deadlines.

OTHER INFORMATION

Completed application forms along with the recruit and disability monitoring forms should be received no later than Friday 07 October 2016, quoting ref no: R6/130 to .

Shortlisted candidates will be notified by 14 October 2016.

Interviews will be held on 27 October 2016.