Office Manager

Sustainability West Midlands; Birmingham; On-site; GBP 28,000 - 35,000; Full time

Job summary

A leading organization in the West Midlands is seeking an Office Manager to ensure the smooth operation of office and finance systems. The role requires strong organizational skills, attention to detail, and financial management experience. The successful candidate will support the organization's vision and business plan while working in a dynamic team environment. Flexibility and a proactive approach are essential as the role may involve various tasks beyond the core responsibilities.

Qualifications

• Experience in administration and financial management.
• Ability to adapt quickly and contribute to team goals.

Responsibilities

• Ensure efficient operation of office and finance systems.
• Prepare and process financial information for approval.
• Manage HR systems and support governance functions.

Skills

Organisational Skills

Attention to Detail

Financial Management

Tools

Quickbooks

CRM Systems

Mailchimp

Job description

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Sustainability West Midlands (SWM) was established in 2002 as an independent, not-for-profit organisation. We strive to make the West Midlands more sustainable, fairer, and greener for all. Our vision is that the West Midlands is leading in contributing to the national target of net zero greenhouse gas emissions by 2050 while addressing health inequality and driving inclusive growth. This is framed through our Roadmap to 2030. We have over 200 diverse members who are leading organisations in the private, public, and third sectors, including large businesses like Arup, Lyreco, Midcounties Cooperative, Mills & Reeve, and Severn Trent.

“The input of SWM has been huge in helping set our priorities.” - Andy Street, former West Midlands Mayor

This is an ideal opportunity for someone with strong organisational skills, attention to detail, and bookkeeping experience, who enjoys a diverse range of activities. Reporting to the Chief Executive, Anna Bright, the role will be attractive to experienced administration professionals who are lifelong learners and able to adapt quickly. We are seeking someone eager to contribute towards our goal of helping SWM develop and grow as we aim to create a better future for the businesses and communities within the West Midlands.

You will play a pivotal role in our small, dynamic team that has been making a difference throughout the West Midlands for over 23 years. The Office Manager will ensure the efficient and effective running of our office, finance, HR, and governance systems to support the delivery of our Business Plan to 2030. This role is suited for someone with financial management skills, a proven administration background, and a creative, proactive approach.

SWM is committed to promoting equality and diversity throughout our organisation. We positively encourage applications from qualified candidates regardless of age, disability, race, religion or belief, sexual orientation, gender identity, marital status, or pregnancy and maternity.

Job Purpose

The primary benefit of this role is to ensure the smooth operation of our office and finance systems to support our vision and Business Plan to 2030.

Business Functions

Lead on Finance Systems

• Prepare and process all financial information monthly for approval before entering data into Quickbooks.
• Reconcile finances and provide accurate, timely reports to the CEO, Board, and Finance Subcommittee for informed decision-making and governance.
• Implement cost reduction and efficiency measures.
• Submit VAT returns and liaise with HMRC.
• Assist with annual accounts and liaise with external accountants.
• Manage employee pension schemes, including NEST.
• Handle payments and invoices via online banking and debit cards.
• Administer membership applications and terminations.
• Manage annual membership invoicing and processing.
• Support the Finance Subcommittee.

Lead on Operations

• Ensure compliance with relevant regulations.
• Maintain and develop organisational policies and procedures.
• Maintain and develop CRM and AMS systems such as Your Membership, Quickbooks, Mailchimp.
• Coordinate with IT support providers.
• Manage office environment, health & safety, and room bookings.
• Handle customer enquiries via phone, email, and post.
• Maintain electronic and paper filing systems and lead GDPR compliance as Data Protection Manager.
• Organise and lead monthly team meetings, annual team away days, and quarterly External Advisory Committee meetings.
• Support the CEO with diary management and meeting arrangements.

Lead on HR Systems

• Deliver inductions for new staff and volunteers.
• Liaise with external HR advisors.
• Support the People Subcommittee of the Board.

Lead on Governance

• Support appointments and terminations of Directors.
• Organise quarterly board meetings and the AGM, including minute-taking.
• Provide updates to Companies House.

Communications and Project Functions

• Support team with minute-taking for key meetings.
• Assist in delivering events such as the Annual Conference and Members Mingle.
• Proof reports, represent SWM at exhibitions, and handle event administration.
• Assist with marketing and communications activities.

As a small organisation, flexibility is essential, and the Office Manager may be asked to assist with other tasks as needed.

Please apply following the steps on our website: SWM Job Opportunity: Office Manager – Sustainability West Midlands