Temporary Office Manager – Co Down - (Temporary position with a view of going permanent)
The role of the Office Manager is to provide managerial support to the Chief Executive whilst ensuring the effective running of the administration function of the business.
Their job is to be responsible for leading and managing a team of four administration staff and ensuring the smooth running of day-to-day administration of the business.
The Office Manager will fulfil the Internal Auditor role of the organisation’s ISO 9001 Quality Management System (QMS) therefore it is crucial that this individual has a proven working knowledge of this standard and completion of both internal and external audits.
Professionals in this position must be able to multitask, effectively manage their own time, be proactive and interact professionally with other team members, stakeholders and users of the business and exhibit excellent communication skills.
Main Duties
Management Support
• To lead and oversee the day-to-day management of the administrative function, including stock control and the coordination and deployment of staff.
• To be responsible for the business’s internal Quality Management System including fulfilling the Internal Auditor function, preparing for, and liaising with the External ISO Auditor.
• To be responsible for the development, review and implementation of effective policies and clear work procedures for the business.
• To be responsible for ensuring the internal systems and processes are aligned to annual Operating Plans and Company Strategy.
• To manage the organisation’s CRM database, ensuring this is accurate, maintained and up to date.
• To monitor, record and collate statistics on activities delivered against targets set and periodically present this information visually.
• To provide administrative support to the Board and Sub-Committees, including attendance at these meetings.
• To provide general administrative, clerical, and secretarial support to the Chief Executive.
• To consider options and provide solutions to the Chief Executive on operational and staff matters.
Staff Management and Supervision
• To lead and provide line management to four administration office-based staff, ensuring staff are effectively managed, supported, engaged, and appraised.
• To monitor staff performance and undertake regular one to one meetings and formal appraisals.
• Responsible for ensuring the learning needs of marketing and administration staff are effectively assessed and addressed.
• Responsible for promotion of effective and collaborative teamwork.
• Capable of identifying areas of business improvement and highlighting these to Chief Executive.
• Responsible for the promotion of health and well-being of team.
• To organise, lead, facilitate and record staff meetings.
Marketing and Events Management
• To lead, oversee and provide line management for the planning, organisation and delivery of events and seminars taking place at the Hub, including stakeholder networking events, outreach activities and events calendar.
• Be responsible for liaising with external providers in the delivery of services at the Hub, including ensuring adequate and accurate administrative records are maintained.
• Be responsible for the management of Business Hub’s website.
• Be responsible for the implementation of a Marketing, Social Media Content and Communications Strategy to effectively market our business services.
• Be responsible for regularly assessing stakeholder needs, challenges, views, and satisfaction, to inform the development of services.
• Be responsible for completion of benchmarking analysis of competitor data and provide recommendations to the Chief Executive for continuous organisational improvement and culture.
Meeting Spaces
• To lead and oversee the day-to-day management of the meeting spaces for the business, maximising income generation.
• To lead and oversee all conference and meeting room enquiries.
Financial
• Be responsible for the budgetary controls within the Meeting Room and Administration Cost Centres.
Strategic
• Assist with raising brand awareness of the Hub.
• Assist the Chief Executive with development and implementation of company Strategy and Annual Operating Plans.
• Be responsible for resources including operational staffing levels.
• Any other duties, as and when required.
Essential Criteria
• Minimum of 3 years’ experience in Human Resources or comparable role including line management, allocating duties to others, appraisals and staff training and development.
• Working Knowledge of ISO 9001 Quality Management System and completion of internal auditing function.
• Experience of designing and developing administrative and organisational systems.
• Excellent organisational and time-management skills.
• Excellent IT skills and strong competency in full Microsoft Office Suite.
• Excellent written and verbal communication skills with a confident, professional standard and manner.
• Minimum of 5 GCSE passes (equivalent) at Grades A-C, including English and Mathematics.
• Experience of understanding financial management and budgetary control.
• Experience of event management and providing support to organisational events.
• Experience and understanding of communications and marketing including updating of social media accounts and Website Content Management System.
Desirable Criteria
• A Level or equivalent.
• Level 5 Qualification in Leadership and Management.
• Appropriate typing qualification such as RSA Stage 2 in Word Processing or equivalent proven experience.
Other Information:
Hours of Work
Full time, 37 ½ hours per week preferred.
Option of occasional working from home.
There may be a limited degree of flexibility on working hours (minimum 30 hours per week) and/or hybrid working available to the successful candidate.
Flexibility is required, depending on organisational needs, to include occasional early mornings, evenings, and weekend when time in lieu will apply.
Salary £28,000 to £33,000 per annum, depending on experience.
This is a temporary contract with a view of going permanent.
If you would like to apply for this role, please send us your updated CV via the link provided and one of the team will be in touch with you. Or if you would like to discuss this position, please contact our office to speak to one of our consultants.
We are an equal opportunities employer. We welcome applications from all suitably qualified persons.