Job Description

Job Title: Office Manager

Hours: 35hrs p/w

Salary: £20828

Responsible to: Chief Executive

Responsible for: Maintaining an efficient and effective administration service.

Ref No: OMO1

Main purpose of role

Rural and Urban Training Scheme (RUTS) aims to equip young people with the confidence and skills required to achieve their highest potential and raise their aspirations. This is achieved through a variety of different programmes, the majority of which are accredited by the SQA.

As the organisation has grown significantly in recent years this dynamic new role has been created. This role will be at the heart of the organisation supporting the smooth daily running of RUTS.

The key areas of the job are:

·  Developing and reviewing administration systems to ensure maximum efficiency.

·  Ensuring HR records for each employee are accurate and up to date.

·  Administer pensions and payroll information.

·  Provide day-to-day IT support

Main Duties and tasks

General Administration

1.  To provide comprehensive clerical and administrative support to the organisation including word processing, data entry and reception duties.

2.  To maintain and develop administrative systems to support both individual and team working and in accordance with organisational requirements.

3.  To maintain and develop electronic and paper filing systems that support the organisation’s data collection for monitoring requirements and to archive records accordingly.

4.  Apply for SQA certification for the qualifications delivered by the organisation.

HR Administration

1.  Update HR database with records relating to staff holidays, absence and time keeping.

2.  Place adverts for job opportunities and provide administrative support throughout the recruitment process including preparing and sending interview and offer letters.

Finance

1.  Prepare paperwork relating to the Employability Fund including weekly payments to trainees and monthly claims.

2.  Manage petty cash and check expenses claims.

3.  Maintaining a register of fixed assets.

4.  Prepare outgoing invoices and check incoming invoices

5.  Support in the preparation of management accounts

6.  Manage the organisation’s pension scheme with the appointed pension provider.

Facilities & IT Co-ordination

1.  Day-to-day management of ICT systems, covering infrastructure, servers, hardware, software.

2.  Provide guidance where necessary to team members on the use of IT equipment.

3.  Review and update phones, broadband, IT and utility suppliers as required.

4.  Engage and manage external contractors as required.

Miscellaneous

1.  Attend supervision, training and other forums as required.

2.  Co-ordinate the organisation’s social media profiles

3.  Undertake any other duties appropriate to the post and in accordance with the needs of the organisation.

Person Specification:

This person specification sets out the various criteria which are essential or desirable for the post and by which we will assess your application. When completing your application form please address all the points set out below.

Skills and Experience

Office management skills and a proven track record of working to deadlines / Essential
Strong written and verbal communication skills / Essential
Highly organised with good attention to detail and the ability to plan ahead, prioritise workload / Essential
Highly computer literate (MS office) with experience of providing IT support in a busy office environment / Essential
Excellent IT skills with experience of identifying and troubleshooting problems and resolving them promptly and efficiently / Desirable
Experience of liaising and negotiating with external suppliers and contractors / Desirable

Training and qualifications

Educated to HND level in administration / Desirable

Values and attributes

Conscientious, practical, committed and hard working / Essential
Dynamic and engages well with people / Essential
Analytical thinker with the ability to simplify and organise numerous activities / Essential
Committed to learning and developing new knowledge and skills / Essential
Positive and creative approach to problem solving / Essential
Patient and respectful of all people, whatever their background or presenting behaviour / Essential
Able to cope with stress and be supportive of colleagues going through change / Essential
Ability to work autonomously within charity’s systems and ethos / Essential