Office Manager

Leeds Children's Charity; Leeds; Hybrid; GBP 26,000 - 34,000; Full time

Job summary

Leeds Children's Charity is seeking an Office Manager to oversee day-to-day administration, records, CRM and HR systems, GDPR compliance and health and safety administration. The role involves cross-team coordination, policy maintenance and supporting governance, training and onboarding.

The successful candidate will manage office processes, assist with finance administration, and drive efficient, compliant operations in a busy charity environment with some hybrid working from Lineham Farm.

Qualifications

• Experience in a busy office, administrative or operational support role.
• Strong organisational skills and the ability to manage several priorities at once.
• Excellent attention to detail.
• Confidence working with colleagues across different teams and levels of responsibility.
• Experience of arranging meetings, preparing agendas and maintaining action logs or notes.
• Experience of maintaining accurate records and office systems.
• Experience of handling confidential information.
• Good IT skills, including Microsoft Office, email, shared drives and administrative systems.
• Confidence using spreadsheets to track, organise and present information.

Responsibilities

• Support the effective use of the charity's CRM system, helping to ensure records are accurate, up to date, used consistently and tasks completed on time.
• Maintain and update records relating to donors, supporters, volunteers, contacts, schools, partners and stakeholders where required.
• Support the use of the charity's HR system, including maintaining accurate staff records, training records, absence information and relevant documentation.
• Help ensure records held on CRM, HR and shared systems are GDPR compliant.
• Produce, update and maintain spreadsheets to support administration, finance, fundraising, volunteering, meetings and compliance activity.
• Use spreadsheets confidently to organise information, track actions, monitor deadlines and support reporting.
• Help colleagues use agreed systems properly and consistently.
• Maintain the charity's Information Asset Register and Record or Processing Activities and ensure retention schedules are adhered to.
• Maintain the charity's policy register and ensure that policy documents are reviewed and approved in a timely manner.

Skills

Organisational skills

Attention to detail

Communication skills

Ability to multi-task

Problem solving

Tools

CRM system

HR system

GDPR compliance process

Microsoft Office

Spreadsheets

Job description

The Office Manager will play a central role in helping Leeds Children's Charity run smoothly, professionally and safely on a day-to-day basis.

This is a broad office management and organisational support role. The postholder will work across all areas of the charity, supporting administration, meetings, records, Gift Aid, volunteer registration, CRM and HR systems, GDPR compliance, health and safety administration, governance support, site management and routine finance processes. The office manager will oversee training, policies, inductions and onboarding alongside line managers.

The role is not a finance-led post. The Office Manager will assist the Finance Manager with invoicing, filing, record keeping and basic finance administration, but the main focus will be on strengthening the charity's office systems, internal coordination, compliance and day-to-day support.

The successful candidate will be highly organised, confident, practical and resilient. They will be comfortable using digital systems, including CRM and HR platforms, and will be efficient and accurate when working with spreadsheets. They will need to work well in a busy charity environment where priorities change quickly and where a positive, flexible and "can do" approach is essential

The Office Manager will:

• Support the effective use of the charity's CRM system, helping to ensure records are accurate, up to date, used consistently and tasks completed on time.
• Maintain and update records relating to donors, supporters, volunteers, contacts, schools, partners and stakeholders where required.
• Support the use of the charity's HR system, including maintaining accurate staff records, training records, absence information and relevant documentation.
• Help ensure records held on CRM, HR and shared systems are GDPR compliant.
• Produce, update and maintain spreadsheets to support administration, finance, fundraising, volunteering, meetings and compliance activity.
• Use spreadsheets confidently to organise information, track actions, monitor deadlines and support reporting.
• Help colleagues use agreed systems properly and consistently.
• Maintain the charity's Information Asset Register and Record or Processing Activities and ensure retention schedules are adhered to.
• Maintain the charity's policy register and ensure that policy documents are reviewed and approved in a timely manner.

The successful candidate will have:

• Experience of working in a busy office, administrative or operational support role.
• Strong organisational skills and the ability to manage several priorities at once.
• Excellent attention to detail.
• Confidence working with colleagues across different teams and levels of responsibility.
• Experience of arranging meetings, preparing agendas and maintaining action logs or notes.
• Experience of maintaining accurate records and office systems.
• Experience of handling confidential information.
• Good IT skills, including Microsoft Office, email, shared drives and administrative systems.
• Confidence using spreadsheets to track, organise and present information.
• Experience of using, or the ability to quickly learn, CRM and HR systems.
• Some experience of finance administration, such as invoices, receipts, purchase records or basic financial filing.
• A practical, calm and professional approach in a busy working environment.
• Good written and verbal communication skills.
• The confidence to take ownership of tasks and see them through.

It would be helpful if the candidate has:

• Experience of working in a charity, school, visitor centre, public service, community organisation or similar setting.
• Experience of using a charity CRM, donor database or supporter management system.
• Experience of using an HR system or staff records platform.
• Experience of Gift Aid administration.
• Experience of information governance or data protection processes.
• Experience of health and safety compliance and administration.
• Experience of using finance, CRM, donor management or HR systems.
• Experience of supporting senior leaders, trustees or board-level meetings.

Job title: Office Manager

Hours: 8-4 or 9-5, 5 days a week with a 30-minute lunch break

Contract: Permanent

Location: Onsite at Leeds Children's Charity, Lineham Farm, with some hybrid working where appropriate

Reporting to: Chief Executive, with routine finance tasks agreed with the Finance Manager