Office Manager

St Philips Centre; Leicester; On-site; GBP 26,000 - 28,000; Full time

Job summary

St Philip’s Centre is seeking an Office Manager to enhance their operations in Leicester. The role involves overseeing office services, supporting program delivery, and providing administrative assistance to management. Ideal candidates will have substantial experience in office administration, a keen IT proficiency, and a commitment to the Centre’s mission. Competitive salary, flexible working hours, and 5 weeks holiday offered.

Qualifications

• Experience managing premises and office administration.
• Experience supporting senior management in a busy environment.
• Knowledge of data protection and GDPR legislation.

Responsibilities

• Manage the Centre office and ensure smooth functioning.
• Provide PA support to the Director and Deputy Director.
• Organize hospitality and catering for events.

Skills

Office Administration

Communication Systems

IT Skills

Customer Service

Interpersonal Skills

Attention to Detail

Problem Solving

Education

Clean driving license

Job description

St Philip’s Centre is an ecumenical Christian charity set up in 2006 and is rooted in the multi-faith environment of Leicester, the UK’s most ethnically diverse city. Its primary aim is to help people learn how to live well together. We work to promote positive interfaith relationships and understanding.

The primary task of the Office Manager is to head up office and related services to support program leads and enable delivery of all workstreams to a high standard. The role will require periodic working away from the Centre office at other venues in Leicestershire where training / engagements take place.

The Centre Manager supports six broad areas of work:

1. Education: religion and belief literacy for schools, colleges and universities.
2. Corporate training and consultancy on issues pertaining to religion and belief literacy.
3. Church facing training, equipping Christians to build relationships with those of all religions or no religion.
4. Community cohesion projects.
5. Research on issues relating to religion and belief and society.
6. Welcoming VIPs, international visitors and other guests.

The post is line managed by the Centre Director.

Tasks of the Office Manager

1.Managing the Centre Office:

• Administrator for Volunteers, Associates, Consultants, Faith Practitioners and Others who assist Centre program delivery.
• Ensuring the smooth functioning of the Centre: utilities, IT equipment, internet access etc. Provide day-to-day IT support, undertake initial trouble shooting before external help is sought.
• General Office duties as required - emails, calls, visitors, hospitality, setting up of teaching rooms, post, printing, copying, ordering supplies, meeting attendance, minute taking, document writing, oversight of database, mailings, etc.
• Production of leaflets, flyers and newsletters as required.
• Ensure the Centre’s website and social media channels are up-to-date and accurate.
• Ensure email distribution lists and communications systems are up-to-date and used to the greatest effect to communicate the impact of our work to our membership and wider stakeholders.
• Have overall management of all policies and procedures, ensuring accurate records are maintained and regular reviews are managed.
• Ensure the office and whole premises are clean and a safe environment for employees, volunteers and visitors.
• Health and Safety, GDPR and safeguarding responsibilities, including DBS checks and acting as Data Protection Officer.
• Premises care – oversight of day-to-day maintenance, including equipment, gardening and cleaning matters.
• Providing support for Centre staff as required.
• Organizing and managing hospitality and catering at the Centre and offsite where training takes place.
• Service Trustees’ meetings, including working with colleagues to ensure outstanding actions are delivered.

2.Assisting the Director and Deputy Director:

• The Office Manager provides a PA service to the Director and Deputy Director as required, adding capacity to those roles, e.g. in helping set up programs, recruiting personnel, producing reports from data, booking venues, etc.
• Supporting the delivery of plans to expand the reach of the Centre, both within Leicester and Leicestershire and regionally.

Terms and Conditions

1.To work 5 days per week, but to be flexible in his/her work patterns and willing to work outside normal working hours, with the possibility of time off in lieu occasionally. This is to ensure that business needs are met, especially if they fall outside normal working hours.

2.Holiday entitlement is 5 weeks plus statutory holidays.

3.To undertake appropriate training as agreed with the Director.

4.Pay is £26,000 to £28,000.

Skills and Experience

• Substantial recent experience of managing premises, office administration and communication systems and dealing with suppliers.
• Experience of providing admin support to senior management in a busy working environment
• Experience of researching, procuring and maintaining office and other premises related equipment and services.
• Experience of managing a building safely
• Experience of developing and maintaining electronic record keeping and information storage systems, including staff records
• Experience of supporting committees through prompt production of meeting papers, minutes etc
• Experience of organizing day conferences, training events, multi-day programs and visits
• Experience of managing self and others to deliver quality services to tight timescales
  
  Knowledge and abilities
• Excellent IT office equipment skills (Word, PPT, Excel, Publisher, setting up and maintaining databases etc.).
• Ability to write clear concise minutes, collate a variety of data and produce a range of reports
• Able to manage content of a website.
• Awareness of safeguarding policies and current issues
• Knowledge of data protection/GDPR legislation
• Knowledge and experience of Companies House and Charity Commission reporting
• Knowledge of health and safety legislation

Skills and Attitudes

• Attention to detail, for example policy updates and actions
• Excellent customer service, inter-personal skills and communications equipment competence
• Sensitivity to inter religious relations and commitment to the Centre’s ethos, including awareness of the need to protect the Centre from risk and reputational damage.
• Ability to work in a small team where helping each other out is often required, sometimes at short noticeEnjoys administrative work and has a curiosity to learn and understand how things work to improve systems. A problem solver
• Good at multitasking – enjoys doing several different tasks at once
• Experienced self-confident person with a can-do attitude

Qualifications

• Clean driving license and access to a vehicle (business insurance required).