Age Exchange is looking to recruit an experienced Office Manager to join our incredible team based at our Blackheath Community Hub.
You will need to be based in or around the London area as travel to the hub and regionally will be required as part of the role.
What is The Deal for you?
* Benefits: retail discounts, holiday discounts, cycle to work scheme and travel discounts through our benefits app.
* Best Lives Possible: You'll be working for an award-winning charity who is passionate about ensuring our colleagues and the people we support lead the best lives possible.
* Development: We'll work with you to develop your career or to learn and experience new things. We're passionate about developing our people!
* Dare to Learn: Access to our amazing online training platform where you can upskill taking a variety of courses and qualifications.
* Support: From our Employee Assistance Programme (available 24/7), financial support options, and wellbeing fund you'll have the support available to lead an easier (financial) life.
This role is the driving force and key change agent for the charity through the planning, coordination, reporting, communication, and oversight of projects, initiatives, and event activity. It supports the senior leadership team with administration and management of compliance data, the identification and escalation of risk, to ensure organisational effectiveness and compliance, ensuring compliance with legal, organisational, and contractual requirements.
Day to Day (list not exhaustive)
* Prepare for meetings with clients, colleagues, vendors and developing itineraries as needed.
* Ensure consistent development of internal processes for enquiry management, systems and databases across the charity.
* Prepare, proofread and edit both internal and external correspondence and communications.
* Manage stakeholder relationships with partner organisations and coordinate conferences and events as appropriate.
* Enforce the correct usage of company brand guidelines.
* Support and develop business development and marketing efforts, in line with business strategies.
* Assist in the research and preparation of routine reports and information as advised by the Operations Manager.
* Assist in the collation and compilation of statistical information, including the analysis of data and appropriate presentation of results, trends and proposals accordingly.
* Communicate directly with the Operations Manager in relation to any complaints, concerns or newly identified risks in line with whistleblowing and safeguarding procedures.
* Proactively manage all administrative support requirements.
* Support the Volunteers and their needs.
* Undertake the facilities management of the office.
* Attend meetings, prepare notes and deliver minutes and action plans as required.
* Oversee the planning of all events and communications i.e. via social media.
* Governance and oversight of electronic filing to meet audit requirements.
* Manage general finance - petty cash requests, tracking and evidencing credit card spend.
Our Ideal Candidate
Skills And Experience
* Experience supporting members of a Board/ Executive team.
* Understanding of basic financial account reconciliation is preferred.
* Experience supporting work activities at Senior Management level.
* Experience collating data, analysis, and reporting on the information.
* Experience coordinating events, booking venues, communicating requirements to delegates.
* Understanding of Executive diary management.
* Must have the ability to articulate requirements clearly and persuasively, fostering effective communication.
* Easily adjusts to changing circumstances or requirements.
* Skilled at communicating with a wide range of stakeholders including Board/ Executive, all Leadership, the people we support, and external stakeholders such as Local Authorities, families, venues, and other partners.
* Excellent people skills and driven to provide excellent customer service.
* Proficient in the use of Microsoft Office 365 applications, particularly MS Excel (for data collation, tracking, and analysis) and MS Word (for reporting).
* Able to adapt to new technologies and embrace process changes.
Please note, if you are interested in this role, we welcome your application as soon as possible! Depending on the volume of applications received, the vacancy may be closed before the expected advertising end date.
Interested and want to know a bit more?
To find out more about our charity check out: this video.
We’re really proud to be a Hive HR Employee Voice Certified organisation, a recognition that confirms our commitment to creating a culture where our colleagues are not only encouraged to share their thoughts, but where this feedback is actively sought and acted upon to drive positive change at every level.
In our 2023 Colleague Engagement Survey, 56% (over 3,300!) of our people shared their feedback and insights, giving us an incredible Employee Net Promoter Score of +28. This is a measure of how positively our colleagues talk about us - and 28 is an excellent score compared to other organisations!
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