Office Manager

Cambridge BID Ltd; Cambridge; On-site; GBP 25,000 - 30,000; Part time

Job summary

A local business improvement organization in Cambridge is hiring an Office Manager to oversee financial management, office operations, and HR support. The role requires strong skills in using Xero and managing office efficiency while ensuring compliance with regulations. Ideal candidates will have experience in financial and data management, along with a dedicated approach to support the Chief Executive and the team.

Qualifications

• Experience in financial management using Xero.
• Ability to oversee payroll and conduct financial audits.
• Proficient in managing HR records and processes.

Responsibilities

• Manage day-to-day financial operations.
• Ensure office efficiency and compliance with health and safety.
• Maintain data accuracy in contact databases.

Skills

Financial management

Office management

Data management

HR management

Tools

Xero

Bright HR

Solomon

Job description

Overview

Cambridge BID Limited appoints an Office Manager. Hours: 21 hours/week. Location: Fully office based within the Cambridge BID area. Current office location is The Guildhall, Market Square, Cambridge. Responsible to: Chief Executive. Responsible for: N/A. The role supports the Chief Executive, BID Team, and Board, ensuring the smooth running of the Cambridge BID offices, including day to day management of accounts (via Xero), efficient office management, HR support as required, management of key databases (e.g., Solomon), and supporting the Board and Finance and Governance group.

Cambridge Business Improvement District (BID) is a collaboration of 1,200 businesses working to promote and improve the city. BIDs are funded by a levy on eligible businesses and focus on enhancing the trading environment. For more information visit www.cambridgebid.co.uk. Cambridge BID’s vision is to create a world class experience for all who visit, live and work in Cambridge, an international City.

Responsibilities

• Financial Support
  • Provide day to day financial support using Xero, including management of invoices, supplier payments and general financial management with queries addressed as they arise.
  • Work with the company accountant and Chief Executive to ensure monthly financial management reports are prepared on time for Finance & Governance and the Board.
  • Oversee payroll by sending monthly payroll adjustments forms to nominated payroll providers in a timely manner (7 days in advance of payroll date).
  • Liaise with the Chief Executive and nominated auditors/accountants to prepare for annual financial audit and oversee audit progress.
• Office Management
  • Ensure smooth operation of IT, phone and internet systems; ensure staff have adequate equipment and replacement of IT equipment as needed.
  • Review existing office contracts annually to ensure value for money and suitability for the business.
  • Monitor stocks of basic items (stationery, paper, toner, catering supplies) and ensure staff and office have required equipment.
  • Manage office health and safety processes, ensuring compliance with relevant legislation and maintained records.
• Data Management
  • Send out the weekly footfall email on behalf of the Director of Destination and Delivery.
  • Manage contact databases and keep them updated; ensure Solomon is regularly updated and used appropriately by the team.
  • Be responsible for updating Solomon and the businesses using the database provided by the City Council, identifying levy payers and non-levy payers.
  • Support the team with data requirements as needed.
• Human Resources
  • Hold and maintain accurate HR records for all BID staff, including senior management.
  • Ensure all relevant documentation is uploaded onto Bright HR and staff use the app appropriately.
  • Keep Staff Handbook up to date with HR consultants and inform staff of changes promptly.
  • Assist with the appointment of new staff and ensure all starter information is in place and sent to payroll.
• Administration and Board Support
  • Provide general administrative support to the Chief Executive and the BID team.
  • Prepare Board papers for distribution and ensure venues are booked with required equipment for Board meetings, Finance & Governance and other meetings.
  • Take minutes at Board meetings and ensure they are typed, approved and circulated promptly.
  • Deal with general office enquiries as they arise.
• General Responsibilities
  • Carry out other duties as required; comply with Cambridge BID Limited’s health and safety policies and procedures, report accidents or hazards, and prevent injuries.
  • Identify personal training and development needs in discussion with the line manager; participate in relevant training and development activities.
  • Ensure confidentiality in all matters related to Cambridge BID.
• Relationships
  • Report to the Chief Executive and work closely with the BID Team, City Ambassadors, BID partners, and the Board of Directors.
  • Collaborate with the BID’s appointed accountant, Cambridge City Council officers and appointed suppliers.