COLCHESTER COMMUNITY VOLUNTARY SERVICES

JOB DESCRIPTION

Job Title: Office Manager

Employer: Colchester Community Voluntary Services Ltd

Reporting to:CEO

Responsible to: CEO

Job Purpose

To lead and provide Management/Administrative support to CCVS;to be responsible for oversight and updating of policy and procedures ensuring compliance, including Health & Safety, is at the forefront. To supervise a small team of administrators and volunteers.

To provide high quality executive personal assistance and administrative support to the Senior Leadership Team incorporating diary management; organising meetings and related correspondence including minute taking where necessary.

To provide an administrative function around Human Resources as and when appropriate.

To acquire a detailed knowledge of local organisations both statutory and voluntary and to present the CCVS Service in a way that will further its aims and encourage participation in its affairs.

The post holder will be part of a small team in CCVS often working under considerable pressure. S/he should therefore be committed to a teamwork approach and be prepared to help with the general workload of CCVS.

Principle Duties:

  1. To take overall responsibility to ensure that all administrative practices are of the highest quality and assist in the smooth running of the organisation.
  1. To ensure Compliance and Quality Assurance in line with CCVS policies, procedures and contracts.
  1. To identify, anticipate and prepare information relating to meetings, appointments and presentations on behalf of the Senior Leadership Team. Follow up inward and outward requests for information, outstanding reports and correspondence.
  1. To assist in the preparation of employment documents and provide administrative support in the recruitment of new staff.
  1. To oversee a small team of administrators and volunteers, delegate and manage the workload fairly, provide support & supervision on a regular basis throughout the year and maintain good team moral.
  1. To develop and maintain administrative quality standards e.g. telephone answering and message response times, number and type of phone calls, simple enquiries received, record of footfall - work with Team Leaders and Managers to implement them organisation wide.
  1. To oversee the meeting/training room bookings. To ensure the directory and database (VC Connect) is updated, refreshments are provided as necessary, the rooms are set up in accordance with desired layout and equipment is provided if requested (e.g. overhead projector, screen).
  1. To oversee the management of key CCVS events throughout the year, ensuring the correct processes are followed from the preparation stage (invites sent, maintaining delegate lists, handling queries, preparing resources) through to the actual event. To ensure the correct procedures are followed ‘post’ event including the checking of equipment and gathering outcomes for evidence.
  1. Ensuring social media is updated with press releases and good news stories.
  1. To managethe ordering of stationery and consumables (including refreshments), to implement and oversee stock-control.
  1. To administer the reading of the daily newspapers, ensuring relevant articles are highlighted for Team Leaders/Managers, news groups are identified and good news stories are shared within the timescale provided.
  1. To ensurethe main office diary is kept up to date using Microsoft Outlook.
  1. To oversee the updating of CCVS’s website with events, news articles and member group intelligence.
  1. To oversee the production of the weekly Newsflash and monthly Newslink ensuring a variety of articles are published, the correct branding is displayed and overall formatting is consistent.
  1. To take minutes at various meetings as requested. Some of this work may be of a confidential nature and must be treated as such.
  1. To attend Support & Supervision and appropriate training courses as directed by your Line Manager and CEO.
  1. To process new and ongoing affiliationsensuring the correct procedures are followed. To provide information for general public, statutory partners and other VCO’s.
  1. To deal with enquiries from prospective volunteers
  1. To support staff, volunteers and users in the use of equipment and materials e.g. laminating, database.
  1. To provide administrative support for the BDM and CEOas and when required
  1. Personnel work when requested–to ensure training records are completed, self-certificate sick notes are issued, and holiday forms are completed and entered on chart. Assist with recruitment preparation, placing adverts, preparing packs, keeping records of applicants.
  1. To provide support in maintaining and enhancing CCVS’s position as a market leader in providing VCS infrastructure support services, and assist to further develop the strategic work of the organisation and its projects through the delivery of the CCVS Business Plan.
  1. To provide support for the AGM in conjunction with the CEO.
  1. Such other duties as may be determined from time to time by the CEO.

General:

  1. To ensure that CCVS’ equal opportunities and quality policies are followed in all areas of work of CCVS.
  1. To attend as appropriate, and participate in, internal meetings of the organisation, including, but not limited to, staff meetings, board meetings, the Annual General Meeting and Away Days promoting staff professional development and awareness.
  1. To work co-operatively with other members of staff and act as an effective team member, promoting mutual respect amongst colleagues.
  1. To comply with the internal and external monitoring and recording requirements of the organisation for accountability purposes.
  1. To provide local intelligence and knowledge to the organisation, galvanising communicational throughout, which would usefully inform discussions and decision making.
  1. Assist with co-ordinating and attend community events during the year.
  1. Contribute to marketing CCVS services including but not limited to social media, website, newsletters, leaflets, presentations and any other marketing tool including monthly funding inserts.
  1. To pursue and undertake any training and personal development of skills necessary for the effective performance of your role, as agreed with your line manager, maintaining your training record in conjunction with Support & Supervision.
  1. To ensure all information (including the shared drive) is kept confidential, in appropriate files, up to date and accurate.
  1. To carry out other duties in line with the above primary duties, which are held to be within the scope of this post
  1. To adhere to all CCVS policies & procedures including but not limited to health & safety, quality assurance and fire safety.
  1. To ensure that all services are provided in line with all CCVS policies and delivery plans.
  1. To take ownership and responsibility of communication both internally externally ensuring the sharing of appropriate information where necessary. Continuously explore effective ways of working within the CCVS Team.
  1. From time to time you may be required to work unsocial hours (evenings and week-ends) for which time off in lieu (TOIL) will be given.
  1. The job role may require at times, travel across Essex, the region and nationally.

Amendments – this description accurately reflects the present position; it may be amended and reviewed. Any change will be made following a proper period of consultation.

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P/Admin/Human Resources/Job Descriptions/Office Manager JD V3 27/4/15