Welsh Athletics Job Description

Job Title:Office Manager

Responsible to:Head of Operations

Responsible for:General Administration Officer, Financial Administrator

Key interface with:WA staff team, Board of Directors, WA members, committees, suppliers

Location:Cardiff International Sports Campus

Responsibilities:Admin systems,Governance, Human Resources, Finance, Membership, Office Infrastructure

Overall Purpose of the role:To be responsible for the organising of all administrative activities that facilitate the smooth running of the Welsh Athletics head office and associate sites.

Salary:£24,000 - £27,500

Key Responsibilities:

  • To establish and maintain Organisational and Corporate policies and procedures
  • To establishand maintain Human Resources policies and procedures, staffing files and time sheets
  • To keep up-to-date with current Employment Law
  • To work with the Finance controller to ensure financial policies & procedures are continuously improved and adopted by all departments
  • Along with the Financial controller and Finance officer oversee financial administration and systems
  • To support the governance structures across Welsh Athleticsincluding maintaining the annual governance calendar
  • Liaising with the Company Secretary, finance officer and external Accountants, ensure records are maintained at Companies House
  • To provide administrative support for key governance events, including the Welsh Athletics Annual General Meeting
  • To develop and implement new administrative systems as and when required
  • Overseeing the performance management of the staffing team
  • Organising office layout and managing key office suppliers
  • Ensuring adequate staff levels to cover for absences and peak work periods
  • To be responsible for Health and Safety within the office
  • To update National Statistics and provide other reports as and when required
  • Along with the membership and licensing officer, oversee the WA membership scheme and act as a point of contact to the Trinity development team at UKA
  • To establish a plan for business continuity in the event of a significant disruption to normal business
  • To provide administration support to the Board of Directors
  • To provide a point of contact and support to the General Council
  • To update information held on website Governance sections
  • Promoting staff development and training
  • To oversee staffing and the organisations’ IT requirements
  • To uphold the organisational values of Welsh Athletics and to contribute to the working and welfare of the staff team

N.B. Employee work programmes will be driven by the Welsh Athletics operational plan. Performance will be measured against the delivery of this plan and the mutually-agreed key performance indicators set at the beginning of the review period.

Person Specification:

Area of Responsibility / Essential / Desirable
Knowledge and Experience /
  • Experience of working to a budget
  • Experience of developing administrative systems
  • Experience of managing an office
  • Experience of managing staff
  • Experience of providing HR support for an organisation
/
  • Knowledge of all athletics disciplines
  • Experience of presenting information to a wide range of audiences / partners.
  • Health & Safety Knowledge
  • Experience in use of accounting packages (Quickbooks is desirable)

Skills /
  • IT skills including use of Microsoft Office, e-mail and internet.
  • Excellent verbal and written communication skills.
  • Excellent Organisational and administrative skills
/
  • Ability to work under pressure
  • Ability to work to deadlines
  • Close attention to detail
  • Welsh Speaking

Personal Qualities /
  • Good communication skills
  • Self-motivated and able to work under own initiative
  • A team player with the willingness to lead
  • Flexible and adaptable to change as work demands
  • Ability to enthuse and motivate others
  • Innovative and confident in suggestion improvements to existing system and practices

EMPLOYMENT BENEFITS

JOB TITLE / Office Manager
TENURE / Permanent
SALARY / £24,000-£27,500 plus pension contribution
ANNUAL PAID HOLIDAY / 22 days plus statutory Bank Holidays, increasing to 25 days after 1 year
HOURS / 37 hours a week
OTHER BENEFITS / CPD opportunities
NOTICE PERIOD / 1 Month (following a 6 month probationary period during which time notice is 1 week)

Appointment Process:

For further information please contact:

James Williams, Head of Operations, Welsh Athletics Ltd., Cardiff International Sports Campus, Leckwith Road, Cardiff, CF11 8AZ. Tel: 029 2064 4870. E Mail:

Closing date for applications: 6th January 2017

Interviews to be held on week commencing:16thJanuary 2017