Office Manager

Headroom Young People's Charity; Farnham; On-site; GBP 16,000 - 33,000; Part time

Job summary

A charitable organization is seeking an Office Manager to oversee the day-to-day operations. Responsibilities include recruitment coordination, financial record keeping, and IT support. The ideal candidate should possess strong communication skills, bookkeeping experience, and proficiency in IT tools. Flexibility in hours and salary based on experience is offered.

Qualifications

• Flexible, collaborative, and proactive approach required.
• Experience with finance, payroll systems, and reporting essential.
• Proficient in IT tools including email and office platforms.

Responsibilities

• Manage recruitment coordination and onboarding processes.
• Oversee financial transactions and payroll management.
• Ensure governance and health and safety policies are up to date.

Skills

Communication skills

Bookkeeping experience

IT Literacy

Tools

Xero

Excel

Word

PowerPoint

Job description

The Office Manager will be at the heart of the office and responsible for the day-to-day operation of the Headroom Young Person’s Charity. The role is very varied, ranging from ensuring that our clients, the young people and their parents, feel safe and welcome, to managing day‑to‑day finances, ensuring our website is up to date, meeting HR requirements and supporting our fundraising manager. This is an opportunity for an experienced office administrator who is looking for a new challenge with plenty of variety, or for someone with good core skills, who is proactive and flexible and keen to expand their experience and responsibilities.

Headroom is flexible about hours, salary and contract. It suggests a starting point as follows, depending on previous experience, and recognizing this position has potential to develop over time:

• Location: This is an office‑based role
• Rate: £16 p/h (£16,000 pro‑rata, £32,200 FTE)
• Hours: 5hrs/day (25 hours a week)
• Working Weeks: Starting at 40, up to 46 weeks a year

Key Responsibilities

General

• Recruitment co‑ordination and on‑boarding of new staff and volunteers working with the HR Manager to ensure contracts in place and appropriate checks completed
• Co‑ordinating Office, equipment and Utilities Maintenance
• Website Maintenance
• General support for Fundraising and Marketing Events
• Supporting the Referrals team
• Administrative support for CEO
• Support young people to gain work experience in the office. This may include apprentices and/or neurodiverse young people

Finance

• Keep records of all financial transactions up to date in the finance system (Xero)
• Payroll management
• Paying staff expenses and bills as necessary
• Ensuring the tax and NI is paid and pensions kept up to date using NEST
• Checking and reclaiming monies due from Gift Aid
• Management and reporting of cash flow including bank reconciliation and month end journals
• Creating reports as required by other team members and ensuring e.g., projected fundraising meets cost forecast and trending financial performance
• Point of contact for HMRC and Charity Commission ensuring all their requirements are met

Governance

• Ensuring all governance and policies are up to date and maintained and operational
• Ensuring Office Health and Safety requirements are tracked

IT Support

• Maintain Joiners and Leavers access to all IT systems
• Ensure smooth running of office systems and all devices inc laptops, iPads and printers (IT support, telephony, SharePoint, archiving, recycling, etc)

Skills and Qualifications

Must have

• Good communication and relationship skills. Candidate must be flexible, collaborative and pro‑active.
• Experience of bookkeeping, including finance and payroll systems and reporting
• Definition and Creation of Reports aligned to organisation strategy
• Good IT Literacy – proficient user of Email, Excel, Word and PowerPoint

Desirable

• Previous Office Manager role
• Experience working with Neurodiverse young people
• Knowledge or experience of charity finances
• Management and administration of IT systems
• Experience of supporting fundraising activities
• Experience of Marketing including website management
• Management of Governance requirements
• Experience of Mentoring
• Administration of HR activities and requirements

Headroom reserves the right to close adverts early if we receive a high volume of candidates.