Revised 20/04/15 SC / NC
JOB DESCRIPTION
Post Title: Office Manager (Full Time)
Reporting To: CEO
Location: Burghhall Business Centre, 12 Fortrose Street, Glasgow
Hours: 35 hours per week
Salary: £25,000 to £28,000 per annum
KEY PURPOSE
The office manager is responsible for ensuring the smooth operation of STAF’s day to day financial, HR, governance support, whilst overseeing data management, administrative and facility management services, thus enabling the organisation to effectively deliver its services and meet its business objectives.
With a strong organisational and service delivery focus, this role will ensure that all managers, staff and Board members are provided with the information, equipment, data, facilities and tools they need in order to achieve STAF’s Mission: ‘All who are involved in the lives of looked after children and young people have the expertise, passion and enthusiasm to help them live happy, successful lives.’
KEY ACCOUNTABILITIES
Financial Processing and Reporting
· To ensure that all financial management systems are in place to provide meaningful, accurate and timely information for staff, the senior management team and Board.
· To ensure that all STAF’s financial transactions are carried out including payment & income processing using Sage Line 50 systems.
· To process STAF payroll and HMRC submissions using Sage Payroll
· To develop budget plans/projections and financial scenario plans to inform the development of long term business plans.
· To prepare and submit Grant funding applications and ensure Reports are accurate and submitted on schedule.
· Work with the Board Treasurer to prepare all strategic financial reports including reports and the statutory annual accounts to Trial Balance.
· To ensure that all financial checks and balances operate for STAF to ensure proper financial control of the company.
Human Resources Administration and Support
· Ensure that STAF’s human resources framework is up to date and appropriate.
· Responsible for the day to day administration of core HR systems including absence reporting, annual leave planning, performance reviews and recording/evaluating staff learning and development.
· Manage and maintain all staff data and personnel files securely.
· Ensure that all managers are aware of HR policies and procedures and comply with these.
· Ensure that STAF has systems in place to provide access to professional HR/employment law advice when required.
Governance Support
· Advise CEO and Board on all statutory requirements and timetable for governance activities throughout the year.
· Plan, organise and administer Board meetings, sub board meetings and other relevant events.
· Ensure all records relating to Board and Governance activities are kept up to date including registers of interest and records of meetings.
· Plan, organise and administer Annual General Meetings.
· Ensure that all statutory returns are made as required to OSCR, Companies House and other relevant bodies.
· Advise Board as required on matters of technical governance, for example the application of the Articles of Association.
General
· Act as an Ambassador for STAF both internally and externally at all times.
· To promote through day to day behaviour STAF’s core values.
· Undertake any other duties within the nature of the role as directed from time to time by line manager or Senior Executive Team.
· All employees of STAF have a responsibility to ensure that they play their part in ensuring the interests of care experienced young people are represented in our work and their voices heard.
SPECIFIC SKILLS, ABILITIES AND QUALITIES
· Extensive experience of an office management role for an organisation.
· Knowledge and experience of operating the key business support functions of governance, human resource procedures, finance processing, management reporting and facilities management.
· Ability to multi task and successfully deliver a number of different activities concurrently.
· Excellent communication, interpersonal and people management skills.
· Ability to work well as part of a team and work to deadlines.
· Good self-organisation skills and able to plan and manage own priorities.
· Ability to organise a work plan and keep others timeously informed and involved.
· Ability to use computer packages such as Sage Line 50 and Sage Payroll, MS Office(Word, Excel, Access) create databases, use web browsers and possess good general pc, Internet and social media skills.
· Knowledge of the care leaver sector and our membership landscape (desirable)
Office Administration
· Ensure effective filing systems (electronic and physical) are maintained for STAF and all staff work within these.
· Ensure all core corporate data is maintained centrally so STAF has accurate up to date contacts information for all communications activities.
· Manage and maintain all stationery and consumable supplies to meet STAF operational requirements.
Registered in Scotland as a Company Limited By Guarantee Company Number: SC286432
Recognised as a Scottish Charity: Scottish Charity Number: SC 030522