JOB DESCRIPTION

OFFICE MANAGEMENT OFFICER

Responsible to: Office Co-ordinator

Purpose of the Post:

To provide a comprehensive, prompt and resourceful reception, administrative and clerical support service to all areas of Muslim Aid business. Toproactivelyidentify, record and resolve any issues and risks to the organisation and the staff with particular focus on Health & Safety and cost effectiveness.

Main Responsibilities

  1. To liaise and negotiate with suppliers, research the procurement of goods and services and arrange the provision of office materials and equipment (e.g.staff refreshments, cleaning products, office repairs etc) ensuring all orders are cost effective and meet the needs of the organisation.
  2. To proactively and resourcefully organise and monitor external services such as the alarm systems, cleaning, recycling, office removals and the maintenance of the external warehouse (attic storage).
  3. To ensure email lists and other electronic communication systems are up-to-date to meet staff needs.
  4. To ensure that all office equipment is maintained in good working order by carrying out daily Health & Safety checks, appropriately and promptly recording and resolving any issues and risk that are identified.
  5. To arrange regular testing for telephone, electrical equipment and safety devices.
  6. To regularly liaise with accounts to ensure accurate financial record keeping.
  7. To appropriately record incoming and outgoing payments and follow and continuously improve procedures ensuring that all invoices are raised within 7 days of receipt.
  8. To proactively support regional offices in all general office administration.
  9. To proactively identify and record any Health & Safety issues and liaise with appropriate contractors to ensure theserisks are addressed promptly and effectively, e.g. pest control, first aid, fire extinguishers, PAT testing, cleaning, etc., or as per the instructions of Office Coordinator.
  10. To diligently monitor the mobile phone usage of all staff and effectively deal with queries related to over-usage, phone problems, upgrades, and new contracts.
  11. To ensure all Muslim Aid assets are tagged and are logged onto the fixed assets register.
  12. To ensure all door entry codes are changed every 6 months as per office security practices.
  13. To oversee the Muslim Aid Skype account and to top up user accounts when requested.
  14. To proactively identify and make improvements to the services provided by the Office Management department and work effectively as part of the Office Management team.
  15. To perform reception duties as and when required in an efficient, courteous and professional manner, providing a professional and prompt “front-of-house” response to all telephone, e-mail and in-person enquiries from members and the general public.
  16. To provide back up support for the Office Co-ordinator as and when required.
  17. To ensure all records are maintained & stored accordingly
  18. To comply with all policies, procedures, legal and regulatory requirements.
  19. Any other duties commensurate with the accountabilities of the post.

PERSON SPECIFICATION

OFFICE MANAGEMENT OFFICER

E = EssentialD = Desirable

Qualification

a)Educated to A Level standard or equivalent. (E)

b)Educated to Degree level standard. (D)

Experience

c)Strong experience in administrating contracts. (E)

d)Demonstrable experience of maintaining office administration and record keeping systems. (E)

e)Proven experience in providing excellent customer service. (E)

f)Demonstrable experience of procurement and liaising with vendors to save costs. (E)

g)Demonstrable experience of identifying and resolving Health & Safety issues in an organisation. (E)

h)Experience of providing reception service. (D)

Skill

i)High levels of numeracy and literacy.(E)

j)Good report writing skills. (E)

k)Good interpersonal and communication skills with an approachable personality. (E)

l)Excellent customer service skills.(E)

m)Excellent attention to detail. (E)

n)IT literate with knowledge of Microsoft Office applications and the ability to learn and use the company software. (D)

o)Skills in maintaining spreadsheets and databases. (D)

Knowledge

p)Knowledge of current health & safety and security legislation. (E)

q)Good understanding of confidentiality and the Data Protection Act. (E)

Ability

r)Ability to work in and with a diverse team. (E)

s)Ability to retrieve information from relevant sources through research. (E)

t)Ability to remain patient and courteous with customers in difficult situations. (E)

u)Ability to work under pressure to agreed deadlines and adapt to change. (E)

v)Ability to communicate effectively with diverse stakeholders. (E)

w)Ability to engage with people from diverse faith, cultural and educational backgrounds. (D)

x)Ability to be self motivated and work on own initiative. (E)

y)Flexibility and willingness to be hands on with office repairs and occasional handy work. (E)

Commitment

z)Commitment to Muslim Aid’s mission, visions and values. (E)

aa)Commitment to Muslim Aid’s ethos. (E)

bb)Commitment to equality of opportunity and diversity. (E)

cc)Hard working and self motivated. (E)

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