Office Manager

communityni.org - Jobboard; Belfast; On-site; GBP 30,000 - 38,000; Full time

Job summary

A community-focused organization is seeking an Office Manager to oversee administrative functions, support HR processes, and enhance operational efficiency. The ideal candidate should possess strong organisational skills, experience in office administration, and proficiency in Microsoft Office. This pivotal role involves liaising with senior leadership and managing logistics to ensure a smoothly functioning office environment.

Qualifications

• Minimum 2 years’ experience in office management or administration.
• Proficiency in Microsoft Office and HR software.
• Strong organisational, communication skills, and multitasking ability.

Responsibilities

• Coordinate scheduling and setup of board meetings.
• Manage office logistics and physical infrastructure.
• Support HR functions and assist in recruitment processes.

Skills

Organisational skills

Time management

Communication

Confidentiality

Multitasking

Education

Relevant certifications in business administration or office management

Tools

Microsoft Office

HR software

Online meeting platforms

Job description

Community Sports Network (CSN) promotes community wellbeing through sports and activities. The Office Manager will support our operations, handling admin tasks, meetings, and HR support, ensuring smooth function across all programmes.

The Office Manager at Community Sports Network (CSN) is a central figure in ensuring the smooth running of our administrative and operational functions. Reporting directly to the Director of Operations, this role is key in supporting the senior leadership team, maintaining effective office logistics, and helping manage essential organisational processes. The Office Manager will organise and coordinate administrative tasks across CSN, with responsibilities ranging from scheduling meetings and handling correspondence to managing the office's physical infrastructure, such as telephones, mail, and filing systems.

Core responsibilities include coordinating all board and sub-group meetings, from scheduling and setting up agendas to documenting minutes and following up with action points. The Office Manager will be the main point of contact for Trustees and CSN’s Leadership Team between meetings, ensuring effective communication and that materials and reports are distributed consistently. Additionally, this role provides personal assistance to the CEO and Director of Operations by managing calendars, organising presentations, and helping prepare for meetings.

The Office Manager also supports various human resources functions, including tracking staff holidays and absences, overseeing Access NI checks, and assisting with recruitment processes. They will also play a role in CSN’s financial operations by supporting booking confirmations, invoicing, and liaising with the finance team on outstanding payments. This individual is expected to identify improvements in administrative processes and introduce best practices to enhance office efficiency.

Person Specification

Ideal candidates will have a minimum of 2 years’ experience in office management or administration, strong organisational and time management skills, and a proven ability to multitask in a fast-paced environment. Proficiency in Microsoft Office, experience with online meeting platforms, and familiarity with financial or HR software are highly desirable. Candidates should demonstrate excellent communication skills and the ability to handle sensitive information with confidentiality and professionalism. Experience in a charity or community-based organisation is beneficial, and relevant certifications in business administration or office management are desirable

Closing Date

Friday / 29 November 2024
5:00pm

Finance & HR Manager

Office 8,
Townsend Enterprise Park
Belfast
BT13 2ES

Office 8, Townsend Enterprise Park Belfast BT13 2ES