London Nightline Office Manager Job Description

Location: Commercial Street, London E1 (tbc)

Salary:£30,000 pa pro-rata

Contract: Permanent

Work Pattern:14 hours a week (over 2 or 3 days)

Responsible to:London Nightline Co-ordinator

Responsible for:None

Application Deadline:12th June 2017

Purpose of the Job

London Nightline is an independent registered charity with the vision that every student in London feels fulfilled by being fully supported. Our core function is a confidential listening support and information service for students in London. Open between 6pm-8am during term time.

The helpline is run by student volunteers, supported by the Co-ordinator, a fulltime post held by a recent graduate. In order for the service to be ‘student led’ the Co-ordinator is usually in post for just one year.

The Office Manager will lead on the infrastructure, maintenance, security, administration and financial management of the charity to ensure volunteers have the best possible environment from which to deliver the service. The post holder will also provide support to the Co-ordinator in understanding charity finance and administration.

Main Responsibilities

To undertake all office based administrative duties, including maintaining office systems and supplies; undertaking administrative tasks as directed by the Co-ordinator
To maintain and update accounting systems, currently using GNU Cash
To provide administrative support to the Trustees, Co-ordinator and Executive Committee.
To work with the Co-ordinator and Finances Trustee to form a budget for the financial year, as well as regular reports for the Trustees
To monitor the organisation’s expenditure and income, and assist the Co-ordinator in their understanding of the accounts
To deal with all financial administration, including collection of affiliation fees.
To be responsible for staff and volunteer expenses, and manage the petty cash.
To manage the utilities, insurance and other external companies London Nightline works with
To convene termly Affiliates Advisory meetings, and proactively manage relations with all external stakeholders including the National Nightline Association
To ensure the office is kept in a professional manner through cleanliness and organisation
To manage external suppliers and contractors and ensure compliance with relevant policies, procedures.

Additional Duties

To ensure that confidentiality and security of sensitive information is maintained and complies with the requirements of the Data Protection Act 1998 and other legislation.
To act as the charity’s Heath & Safety Officer, implementing Nightline’s health and safety policy and procedures, ensuring that all practices and procedures are undertaken in accordance with a healthy and safe working environment and that all staff and volunteers are aware of their responsibilities in respect of their role.
To lead on the maintenance of the charity’s website, including updating content in consultation with the Co-ordinator.

To continually review and make suggestions for improving administration systems and processes.
To work with the Co-ordinator to explore new funding streams to ensure the financial sustainability of the charity.

It is essential to the development of London Nightline that the post holder is able to respond flexibly to changes in the requirements of this post. This job description is therefore a guide and not an exhaustive list of all responsibilities the post holder may have over time.

Person Specification

E –essentialD –desirable

Demonstrable experience in a senior administration or office management role. (E)
Experience of working/volunteering within the voluntary sector. (D)
Experience of working/volunteering within a telephone helpline. (D)
Experience of maintaining financial records and managing a budget. (E).
Experience of risk assessment and implementing health & safety policies. (E)
Understanding of HR policies, and a commitment to inclusion and diversity. (E)
Ability to use Microsoft Office (word, excel, outlook, powerpoint), and to collect and analyse statistics. (E)
Excellent written and verbal communication skills (E)
Ability to juggle competing workloads and priorities and to work to deadlines (E)
Ability to communicate and influence at all levels, both internally and externally. (E)
Willingness to travel throughout Greater London and surrounding areas. (E)
Willingness to work flexibly to meet the needs of the organisation, including occaisional evenings and weekends. (E)

To Apply

Applications (CV and covering letter) to be sent by xxx to:

The Trustees

c/o Elliot Gathercole, Co-ordinator

London Nightline

University of London Union

Malet Street

London WC1E 7HY