Office Manager

Alexander Mae (Bristol) Ltd; Bristol; Hybrid; GBP 25,000 - 30,000; Full time

Job summary

A charity organization in Bristol is seeking an experienced Office Manager to oversee day-to-day operations and financial administration. The ideal candidate should possess previous office management experience, strong financial skills with SAGE, and excellent organizational capabilities. This role includes liaising with stakeholders, managing office functions, and ensuring compliance within the organization. Additional benefits include a competitive holiday allowance and opportunities for hybrid working.

Benefits

Fantastic holiday allowance (50 days + 8 public holidays)

Opportunity to work from home up to 10 hours per week

Pension (5%/5% contributory)

Car Parking

Qualifications

• Proven experience in office management or administration.
• Strong financial administration skills, ideally with SAGE or similar software.
• Ability to manage multiple priorities effectively.

Responsibilities

• Oversee day-to-day operations, financial administration, and compliance.
• Process monthly payroll submissions and pension contributions.
• Maintain financial records and prepare monthly reconciliations using SAGE.
• Act as a key liaison with external stakeholders.

Skills

Office management experience

Financial administration skills

Organisational skills

IT literacy

Communication skills

Team collaboration

Education

Maths and English qualifications to at least Level 2 standard in GCSE or equivalent

Tools

SAGE

Microsoft Office Suite

Job description

The Role

On behalf of our client, we are seeking a Office Manager. For them this is a pivotal role within their team and it’s a fantastic opportunity to oversee day-to-day operations, financial administration, and compliance within a dynamic charity setting. You’ll be supporting the General Manager and wider team while ensuring the smooth and efficient running of the organisation. Your responsibilities will include the day-to-day management of office functions, financial administration, and operational coordination. You will also act as a key liaison with external stakeholders, IT providers, contractors, auditors and funding bodies, ensuring the smooth and efficient running of the charity.

Key Responsibilities

• Process monthly payroll submissions and pension contributions, ensuring accuracy and compliance.
• Oversee online banking, petty cash, and PAYE payments.
• Raise and reconcile sales invoices for courses and external bookings.
• Maintain financial records and prepare monthly reconciliations using SAGE.
• Prepare and submit Gift Aid claims.
• Lead the annual audit process, coordinating documentation and liaising with auditors.
• Provide statistical and management data for reporting to the team, trustees, and funders.
• Oversee risk assessments, health and safety and safeguarding documentation.
• Organise and monitor DBS checks and ensure timely renewals.
• Support quality assurance and compliance checks required by external stakeholders.
• Create and manage Service Level Agreements with referring partners.
• Support onboarding of staff and trustees.
• Ensure the efficient running of office systems, procedures, and facilities.
• Coordinate schedules for programme delivery, meetings, and key events.
• Act as liaison with contractors, suppliers, and IT consultants, providing basic IT support to staff.
• Provide administrative support for project proposals and funding bids.
• Assist with bookings, course administration, and management of student records.
• Maintain stationery and canteen supplies.
• Maintain and update the organisation’s website and digital content.
• Produce publicity materials, forms, and presentations.
• Acknowledge donations and maintain funding communications records.
• Support bid applications and grant reporting.
• Provide personal assistant support to the General Manager, including diary management, correspondence, and meeting coordination.
• Greet visitors, manage enquiries, and liaise with external stakeholders including students, staff, funding bodies, justice agencies, and the wider public.

The Person

For this role our client is seeking someone with previous office management and administration experience.

In addition they are looking for:

• Proven experience in office management, administration, or a similar role
• Strong financial administration skills, ideally with SAGE or similar software.
• Excellent organisational skills with the ability to manage multiple priorities.
• Good IT literacy and good working knowledge of Microsoft Office suite; to include Microsoft Word, Excel, Power Point, Publisher and survey packages and confidence liaising with external service providers.
• Knowledge of compliance, safeguarding, and data management in a charity or education setting.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively in a small team.
• The post holder must be numerate and literate and hold qualifications in Maths and English to at least Level 2 standard in GCSE or equivalent.

Desirable skills & experience

• Experience in the charity or education sector.
• Knowledge of fundraising administration and reporting.
• Familiarity with maintaining websites and producing publicity materials.

The Benefits

Fantastic holiday allowance which is around 50 days plus 8 public holidays. Please note that holidays are all to be taken in school holidays. Some administration work will be required during school holidays up to a maximum of 7 days per annum. These days may be undertaken at home. There is an opportunity to work from home up to 10 hours per week in term time. Pension (5%/5% contributory), Car Parking, Hybrid working

Salary

£30,000

Location

Brislington, Bristol, BS4

The Hours

Monday - Thursday 9am - 4pm and Friday 9am - 1pm