Office Manager/ Executive Assistant

Job Title:

Office Manager/ Executive Assistant - Maternity Cover

Location:

Community Centre, Aytoun Road, SW9

Contract

Maternity Contract - 1 year

Grade/pay band

£18K Per annum

Responsible to

Managing Director

Responsible for

Such staff as may be assigned from time to time

Working Hours

Part-time - Wednesday, Thursday, Friday 9AM-5PM

Context and Summary

We are looking for someone who has a can-do approach and is highly organised to be primarily responsible for the administrative tasks arising from the work of the Trust. The Office Manager will work closely with the Managing Director to ensure the smooth running of the building. This includes setting up processes for monitoring the delivery of essential day to day tasks and events, office and facilities management, diary management, meeting organisation and minuting.

We are a small but growing charity and currently have a small team managing the centre. We work hard to provide essential services to the community. The existing team is friendly, with specialist skills and knowledge and we will want someone to work collaboratively and flexibly.

Job Purpose

To be accountable for the effective day- to- day management of the centre.

To set up and maintain and monitor systems for the effective management and delivery of essential tasks and events, office and facilities management including, dealing with contractors, simple financial processes, the monitoring of activity and the outputs and outcomes of the Trusts work, diary management and the organisation and minuting of meetings.

To engage with and assist the managing director in working effectively with partners and stakeholders.

The right candidate is highly organised, self-motivating and able to project a professional presence for the Trust at all times. They will also be comfortable with providing written reports and statistical information to the board as required.

About You

A community centre located on the border of Stockwell and Brixton, Stockwell Park Community Trust has a mission statement: The Relief of Poverty, Furtherance of Education and the pursuit of Racial Harmony. Our client group is made up of those who live in the local area (who use the centre on an almost daily basis), and those who hire space from us for private sessions and events. Because we run an 'open door' policy (meaning everyone is welcome), we often work with some of the most vulnerable people in Lambeth. As such, the induvial who will demonstrate kindness, patience and understanding in all their duties. To be successful in this role, you will both enjoy engaging with members of the public and have an eye for detail when it comes to organising a busy, working office. This is a highly rewarding position where you'll have a hand in helping people change their lives, while honing your own executive skills.

Key Accountabilities

Responsibility for office & facilities management, ensuring the centre is a well-run, welcoming, secure, and safe environment for staff and visitors. Maintenance of office files ensuring the secure storage and destruction of materials and confidential information as required. Working with the finance manager as required ensure that financial records of income and expenditure are accurately recorded in the form required to enable the production of monthly and yearly accounts and financial reports. Working with the Trust's Director to manage their diary effectively and support them by organising meetings and minute taking. Liaising with partners and customers, building positive relationships and signposting where appropriate. Resolve general facilities and building management issues, dealing with contractors and consultants as required and tracking activities through from identification to completion, and providing the necessary reporting to demonstrate progress. Contribute to, support the managing director and occasionally draft, reports and documents for the board and external stakeholders, including regarding the progress and performance of individual projects and initiatives. Understand the schedule of events and support the communications on and delivery of events. Provide ad hoc support to staff on practical and technical issues and providing day to day supervision of staff assigned to you. Daily opening of the post and following post procedures, including scanning. Lead on developing and managing back office systems including digitisation of filing and, data management and record keeping. Ensuring the office is fully stocked to support the team's needs e.g. toilet rolls, stationary orders, milk etc. Responding to general enquiries or redirecting complex enquiries to the relevant people. Signposting users of the centre to relevant services. Contributing to the wider team by participating in projects and working groups as and when required.

Knowledge, Skills, Behaviours And Experience (Person Specification)

Knowledge and experience of the voluntary sector and or working with normally excluded or disadvantaged groups

Excellent computing skills being comfortable with setting up and adhering to filing systems and setting up spreadsheets.

A high level of numeracy and literacy, ability to process and analyse data, excellent attention to detail and high level of analytical skill and logic

Ability to prioritise and deliver to deadline through effective organisational skills and managing key relationships

Ability to communicate effectively verbally and in writing at all levels

Completer-finisher who has a positive work ethic and delivers high quality work

Proactive approach to learning and ability to take instruction

An assertive and pro-active approach to resolving technical and people issues and identifying opportunities for improvement or resolution

Proactive approach to learning and ability to take instruction

Ability to work under pressure and to tight deadlines

Able to spot issues, set up processes and monitor actions are completed

Able to sign post service users as and when required combined with a customer-focused approach

The ability to create social media posts is preferred.

The ability to create advertising is preferred.

Interested? Please send your CV and cover letter to

Closing date Monday 10 th February - with interviews 13 th February

We look forward to hearing from you!