Office Manager

Depaul UK; Greater London; On-site; GBP 30,000 - 40,000; Full time

Benefits offered by this job

Training & development

Flexible working

Annual leave 26 days

Pension 7% employer contributions

Employee Assistance Programme

Discounts & health plan

Death in service benefit

Job summary

Depaul UK is seeking an experienced Office Manager to run the London office and lead the dispersed Business Support Team (2–3 FTE). The role covers facilities, procurement, health and safety, budgeting and project work such as moves and refurbishments.

You will balance hands-on administration with service improvement, building relationships organisation-wide and ensuring a safe, inclusive workplace.

Qualifications

• Experience leading a small team in business support, administration, or facilities.
• Experience coordinating office facilities, suppliers and services.
• Experience managing budgets, purchasing, or financial administration.

Responsibilities

• Line manage the dispersed Business Support Team (2–3 FTE) with supervision and performance management.
• Oversee day-to-day running of the London office and be first contact for visitors.
• Manage facilities, equipment, supplies and services, including stationery and kitchen supplies.
• Liaise with landlords, contractors, suppliers and service providers; escalate issues as needed.
• Work with Health and Safety to maintain safe workplace, records, risk assessments and audits.
• Prioritise team work to meet deadlines and improve administrative processes.
• Support budgets, manage office card and petty cash, assist purchasing.
• Maintain records for contracts and suppliers; ensure value and quality.
• Support leases and facilities contracts for three regional offices.
• Coordinate moves, refurbishments and changes to working arrangements.
• Provide admin support to leadership; organise meetings, events, travel and accommodation.
• Support environmental initiatives and collaborate with Governance, Health and Safety, Finance, People, IT and Facilities.

Skills

Microsoft 365

Team leadership

Office management

Budgeting & purchasing

Tools

CRM or organisational management systems

Job description

This Office Manager role at Depaul UK runs the day-to-day operation of the office and line manages a small Business Support Team. Core work covers facilities, suppliers, office health and safety, budgets and purchasing, and workplace projects such as moves and refurbishments. It is hands-on, balancing detailed administration with service improvement and relationship building across the organisation. Applicants need prior office management or facilities experience and line management, and should address every point of the person specification.

What the job involves

• Line manage and lead the dispersed Business Support Team (2-3 FTE), including supervision, development and performance management
• Take overall responsibility for the day-to-day running of the London office, acting as first point of contact for visitors and keeping a safe, inclusive workplace
• Manage office facilities, equipment, supplies and services, including ordering stationery, kitchen supplies and consumables
• Liaise with landlords, contractors, suppliers and service providers, escalating issues as needed
• Work with the Senior Health and Safety Officer to keep a safe workplace, maintaining health and safety records and risk assessments, coordinating fire drills, supporting audits and following up actions
• Allocate and prioritise team work to meet deadlines and service standards, and improve administrative processes and systems
• Support office and regional budgets within delegated authority, manage the office credit card and petty cash, and support purchasing under Depaul policies
• Maintain records for contracts, suppliers, facilities and property, and check that suppliers offer value and quality
• Support the Senior Governance and Business Support Manager with leases, facilities agreements and contracts for the three regional offices
• Coordinate facilities projects such as office moves, refurbishments and changes to working arrangements
• Provide administrative support to the leadership group, and organise meetings, events, conferences, travel and accommodation
• Support environmental and sustainability initiatives in the workplace, and work with Governance, Health and Safety, Finance, People, IT and Facilities colleagues

What’s required

Experience

• Managing or coordinating a business support, administration, office management or facilities function
• Line managing, supporting or coordinating a team
• Managing office facilities, suppliers, contractors and services
• Managing budgets, purchasing or financial administration
• Developing or improving administrative processes and systems

Skills & knowledge

• Good understanding of workplace health and safety
• Microsoft 365 use, including Word, Outlook, Excel and Teams
• Understanding of confidentiality, information management and record keeping
• Leading, motivating and supporting a small team
• Organising and prioritising a varied workload calmly
• Handling confidential and sensitive information

Other

• Building relationships with colleagues, suppliers and external stakeholders
• Clear communication, verbal and written
• Working independently and using initiative, knowing when to escal
• Coordinating projects to agreed timescales
• Accuracy and attention to detail

Nice to have

• Experience in the charity, voluntary sector or another values-led organisation
• Experience working across multiple sites or supporting colleagues remotely
• Experience supporting environmental or sustainability initiatives
• Experience with CRM or organisational management systems

What’s offered

• Tailored training and development
• Flexible working options where suitable
• 26 days annual leave, rising with service, plus family-friendly leave policies
• Pension with employer contributions up to 7%
• Employee Assistance Programme with 24/7 GP access, plus legal and practical support
• Discounts across retail, travel, food and fitness
• Cash health plan for you and your family
• Death-in-service benefit