William Morris Hall
6 Somers Road
Walthamstow
London
E17 6RX
Tel: 020 8509 8985
Fax: 020 8520 4384 Email:
May 2017
Dear Enquirer,
Thank you for your enquiry about the Office Manager role here at the Limes. I am enclosing a Job Description, a Person Profile, an Equal Opportunities form and an Application form. Please complete the Application form and the Equal Opportunities form and return them to the Limes by 12noon 16th June 2017.
The Limes is committed to Equal Opportunities and Cultural Diversity and welcomes applications from all sections of the community. If you have a disability and require any assistance in completing the form, please call the Limes on the contact number above.
The decision to shortlist you for interview will be based solely on the information you provide in your application form. It is important that you refer to the Job Specification and Person Profile when completing Section 4 – Relevant Experience, as this space will provide you with the opportunity to tell us how you meet the selection criteria for the job. Rather than simply repeating your career history, look at the skills and experience required by the job and give specific examples of work or actions that show you have the required skills. Do not forget to include any skills and experience that you have gained outside full time employment.
If you do use any additional sheets, please note which question they refer to and mark each page with your name.
Should you not hear from us by 20th June you can assume you have not been shortlisted for interview. We hope you understand we take this approach in order to save The Limes, the postage costs. Please contact Liz Fraser on 0208 509 8985 or for information about this position.
Formal and informal interviews will take place in the week commencing 19th June. The informal interview will be with a small group of young people with learning disabilities. If you have any questions regarding this, please call Elen Evans, Child and Family support Co-ordinator on the number above.
Thank you for your interest.
Yours sincerely,
Liz Fraser
Director
The Limes
Office Manager
Hours: 37 per week
Holidays: 25 days per annum
Salary and grade: £30,000
Responsible to: The Director
Responsible for: Book keeper, Sales and income generation officer, Caretakers, Cleaner& any appropriate volunteers or work experience placements
Purpose
The Office Manager is part of The Limes’ senior management team and will be responsible to the Director. You will work closely with managers and other colleagues to ensure The Limes is dynamic and responsive in delivery of services to the public through efficient operation of the Centre, by providing all necessary managerial, financial and administrative and facilities functions and support.
The Office Manager leads on strategy of these areas: finance, personnel, premises, office and communication &contributes to the strategic vision and planning of the Limes under the direction of the director and the board of Trustees.
Role
· To be responsible for developing and maintaining financial procedures and provide effective financial management for the Limes, up to and including the production of the end of year accounts.
· To manage all aspects of the property including legal contracts and insurance and to ensure the smooth running of the office accommodation
· To oversee all office procedures and processes
· To take the lead and be responsible for ensuring The Limes complies with all Employment and Health & Safety legislation and maintaining HR policies.
· To be responsible for the development and maintenance of the office premises, IT software and equipment including maintenance contracts
· To be proactive in the development and implementation of strategies that ensure The Limes continues to meet its operational and strategic objectives
· To work closely with senior staff to ensure delivery of shared tasks
· The post holder must make a substantial contribution to the rota and ensure office coverage daily.
Generic Responsibilities/Tasks
· To attend all relevant internal and external meetings
· To carry out backups of computerised data
· To communicate effectively both within The Limes and external agencies
· To participate in regular supervision and undertake personal and professional development
· To comply with the organisations policies and procedures including equal Opportunities, safeguarding children and young adults and Data Protection.
Financial procedures
· Managing the invoice and credit control functions to ensure income matches cash flow forecasts and budget requirements
· Record all financial transactions accurately and produce regular reports on finances ensuring that internal and external financial reporting requirements are met; for example: income and expenditure, monthly balance sheet, Full Cost recovery tools and cash flow information
· Process the payroll to ensure everyone is paid correctly nd on time (Payroll is outsourced).
· Inform the Director of any financial issues which might adversely affect the charity. Propose methods to help improve and monitor financial controls and advise on way of improving efficiency of the financial management systems
· Support the Director and other staff members by completing the financial elements of contract, monitoring and other funding proposals. All Bids need to include full costing analysis, recovery of all direct costs and a percentage of indirect costs.
· Create budgets and quarterly reviews per service line and across the organisation so that financial performance can be monitored effectively
· Collate and present key performance data relating to each service to meet funder/commissioner requirements
· Produce year end information to meet the independent examiners requirements and to produce financial information for inclusion in the annual report
· Complete Charity Commission, PAYE, Companies House financial returns to ensure that The Limes meets its statutory and regulatory requirements
Office management
· To ensure the office is open and staffed according to bookings and services.
· To develop and maintain an efficient system for the booking/ use of meeting rooms and the premises generally.
· To ensure the upkeep of the premises, liaising with contractors and landlords and reviewing and updating relevant insurance policies
· To oversee and ensure the effective maintenance of all IT equipment including printers and computers, telephones, faxes and photocopiers
· To liaise with contractors where necessary and to review and update maintenance contracts
· To ensure facilities, reception office supplies, health & safety are managed effectively by overseeing:
· The housekeeping of the office including cleaning staff/services
· The maintenance of office furniture and equipment, replacing items as necessary within agreed budgets
· The work of the administration & facilities assistants whether paid or volunteers by delegating appropriate tasks
· The adherence to health & safety Policy procedures
HR Function
· To lead and develop the Administration/ Facilities Team, provide line management and supervision and ensure their training needs are met.
· To liaise with HR (outsourced) regarding any changes to the employment legislation and ensure the organisation complies with employment legislation at all times
· To devise and implement a review of all policies for the staff handbook and report to the Senior management team
· To be involved in recruitment, selection, induction of staff and volunteers.
· To be responsible for regular audit of personnel files, ensuring effective systems are followed for keeping records of salaries, leave, staff expenses, supervision and training etc
· To ensure effective systems are followed for monitoring staff recruitment, selection, and suitability checks
· To undertake the role of Data Protection Officer and ensure that The limes complies with The Data Protection Act.
· To be responsible for the availability, updating and maintenance of the staff handbook
Support Services
· To be an active member of the senior management team
· Attending and servicing sub-committees and working parties where appropriate
· To undertake all tasks in accordance with the company’s Diversity and Equality Policy
· To undertake other activities from time to time and may be reasonably required by the Director.
Person specification
Knowledge/skills / AssessmentGood written and verbal communication skills and the ability
to work with a wide range of people, including trustees,
members, staff, staff & managers of other agencies / Essential / AP, I, T
Management skills / Essential / AP, I
Systematic approach – Completer/finisher / Essential / AP, I
Basic knowledge and understanding of charity law / Desirable / AP, I
Computer literacy, able to use Outlook, word, excel and the ability to learn software (inc. accounting software) / Essential / AP, I, T
Knowledge of Health & Safety and employment legislation / Desirable / AP, I
Knowledge of QuickBooks or similar accounting software / Desirable / AP
Experience / Assessment
Minimum of 2 years proven experience managing and
directly supervising a staff team / Essential / AP, I
Minimum of 2 years’ experience of managing a busy
office / Essential / AP, I
Experience of working at a strategic level developing strategic plans / Essential / AP, I
Experience of book keeping and producing cash flows / Essential / AP, I
Experience of working within an inner city
multi ethnic environment / Desirable / AP, I
Experience of providing first line IT advice / Desirable / AP, I
Experience of advising on HR issues / Desirable / AP, I
Knowledge and understanding of the voluntary sector / Desirable / AP, I
Other requirements / Assessment
A knowledge of and commitment to diversity and
equality policy practice / Essential / AP, I
Willingness and ability to work flexibly to meet
job requirements / Essential / AP
Ability to work occasional evenings and weekends / Essential / AP
Application Form – Confidential
The information supplied on this application form will be used to evaluate your suitability for the post. Please complete this form in type or in block capitals in black ink and return to the address on the covering letter or by email to
Application for the post of Office Manager
1. Personal Information
Last Name……....………...... ……… Title………......
First Name(s)...... ……...... …………… Daytime Tel No……………………
Other Names……………...... ……………… Evening Tel No……………………..
Date of Birth……………...... …. National Insurance No…...... ………….
Address……......
…………………………………………………………………………………………………………….
……………………………………………………………………………………………………………..
Email……………………………………………………………………………………………………..
2. Qualifications and Training
DateFrom/To / Secondary School/
College /
University / Training Organisation / Subjects Studied or training courses attended / Qualification
Do you have any additional certificates or professional qualifications?
3. Work History
Please give details of all the positions (paid or unpaid) you have held, starting with your most recent post, accounting for any gaps in your employment history.
Date From/To(month/year) / Employers name and address and nature of business / Job Title and main responsibilities / Final Salary and reason for leaving
If necessary, please continue on a separate sheet
Please give details of any paid or voluntary work you plan to continue if appointed to this post ......
4. Relevant Experience
You are asked to use this space to outline all your skills, knowledge and experience relevant to the job. Please ensure you complete this section carefully as the information you provide will be the basis for short listing you. You may find it useful to refer to the job description and person specification when completing this section. If necessary, continue on a separate sheet.
INSERT
5. General Information
Do you hold a current full driving licence? Yes No
I already have the legal right to work in the UK
If appointed, how soon could you join us?
Are there any dates when you would not be available for interview?
6. References
Please give the names and current business addresses of people whom we may contact for a reference, covering your work history over the past 5 years. The first referee must be your current or most recent employer. If this is your first job, please give details of your headteacher or college tutor. Personal references (ie from your GP or friends) are not acceptable. If necessary please attach an additional sheet.
Current Employer Previous Employer
Name...... ……… Name……………………………………
Job Title…...... …… Job Title………………………………
Organisation…...... Organisation…....………………………….
Address…...... …. Address…......
......
......
Telephone No…...... ………... Telephone No……………...... ……………...
Email…………………………………. Email………………………………………………
How do you know them?...... How do you know them?......
Can we contact your current employer prior to any conditional offer of employment?
Yes No
7. Criminal Record
Under the terms of the Rehabilitation of Offenders legislation the covering letter states that this post is subject to a police check. Please give details of any cautions, convictions or bindovers you have received or proceedings being instituted against you.
Criminal Convictions or cautions…………………………………………………………….
Are you subject to any current or outstanding disciplinary action or legal proceedings?
Yes No
If yes, please give details………………………………………………………......
………………………………………………………………………………………….
8. Declaration
I confirm that the information I have given is correct and complete and that misleading or untruthful statements will result in my dismissal if they become known after my appointment.
Signed………………………………….
Date………………………………………
Equalities Monitoring – Confidential
What is your ethnic group?Please tick the appropriate box to indicate your ethnic group
White / Black or Black British
African /
British / / Ghanian /
Irish / / Kenyan /
Albanian / / Nigerian /
Greek / Greek Cypriot / / Somali /
Kosovan / / South African /
Turkish / Turkish Cypriot / / Caribbean /
Any other White background
(please write below)Lithuanian / / Any other Black background (please write below) /
Dual or multiple heritage / Asian or Asian British
White and Asian / / Bangladeshi /
White and Black African / / Indian /
White and Black Caribbean / / Pakistani /
Any other dual or multiple heritage (please write below) / / Mauritian /
Gypsy / Roma / / Sri Lankan /
Traveller / / Any other Asian background (please write below) /
Any other ethnic background (please write below) / / Chinese /
Do you consider yourself to have a disability?
Yes / / No /
If you answered yes, please identify which type of disability from the options below
Hearing disability / / Learning disability /
Physical disability / / Visual disability /
Other disability (please write below) /
What is your gender?
Female / / Male /
To which of the following age groups do you belong
Under 20 / / 20 - 29 /
30 – 39 / / 40 - 49 /
59 - 59 / / 60 and over /
What is your religion? (please tick one box only)
Buddhist / / Christian /
Hindu / / Jewish /
Muslim / / Sikh /
None / / Other (please write below) /
What is your sexuality?
Heterosexual / / Gay man /
Lesbian / / Bisexual /
Transgender /
The Limes Community & Children’s Centre – Organisation Structure