Job Description: Office Manager

Transcription

1 Job Description: Office Manager 1. General Job Title: Location: Reporting to: Responsible for: Office Manager London Director of Operations Admin & IT Assistant, Cleaner, Admin Volunteer(s) 2. Organisational information Conciliation Resources Conciliation Resources is an independent organisation providing practical support to help people living in the midst of conflict prevent violence and build peace. We re there for as long as we re needed to provide advice, support and practical resources. In addition, we take what we learn to government decision-makers and others working to end conflict, to improve peacebuilding policies and practice worldwide. Conciliation Resources was established in 1994 and incorporated in 1996 as a company with charitable status. We currently have 42 full and part-time staff members working out of the London office and a number of additional consultants working with us on contract. We have a number of office-based volunteers working across our teams. General Criteria Our staff operate in a spirit of programme partnership, which demands team-work and collaborative decision-making, transparency and mutual respect, integrity, personal initiative, creativity, political and interpersonal sensitivity and professional discretion. The Office Manager is expected to apply these core values to their work and develop them within the organisation. The Core and Operations Team The Core and Ops team provide support to all parts of Conciliation Resources in the areas of financial management, personnel (HR) management, information and communications systems, organisation development and facilities management. 3. Job overview Job Purpose Burghley Yard 106 Burghley Road London NW5 1AL UK +44 (0) (0) c-r.org Conciliation Resources is a company limited by guarantee ( ) and a charity registered in England and Wales ( )

2 To provide high quality and efficient human resources, facilities management and administration for the smooth running of the office including maintaining and developing systems, policies and procedures. Scope and Accountability The Office Manager is part of Conciliation Resources Core and Ops Team responsible for the efficient upkeep and smooth running of operational systems including HR, office equipment and building fabric. S/he has responsibility for specific budget areas within the Core & Operations budget. The Office Manager manages the Admin & IT Assistant and Admin volunteers. S/he reports to the Director of Operations and works closely with other members of the Core and Operations team and across Conciliation Resources. 4. Specific responsibilities and tasks a. Facilities management Ensure the Admin & IT Assistant manages and maintains organisational supplies at a sensible operating level providing back-up in their absence. Lead on relationships with service providers making recommendations for improving the existing services or changing the service providers across the range of current and future services Conciliation Resources does or may use. Lead on the proactive maintenance and general upkeep of the office space and equipment to a high standard providing an attractive and safe working environment for staff, volunteers and visitors and that building operates in an efficient and effective way. As required lead on the reorganisation of workstations and office space to accommodate change in staff numbers and manage relationships with any tenants Conciliation Resources may have. Lead on promoting a friendly social environment (staff lunches, socials and celebrations). Support the Director of Operations in ensuring compliance with health and safety legal requirements and good practice. b. Information management and office administration Lead the on-going development of office administration and internal communication systems including paper and electronic filing systems for all office staff and remote workers. Lead the Contacts Database Working Group and be responsible for its on-going development and increased use by all staff and volunteers. Lead the Policies Working Group responsible for the drafting, review and updating of all Conciliation Resources policies, procedures and guidance notes, staff handbook and induction pack.

3 Lead on the development of Conciliation Resources libraries ensuring they continue to meet the essential needs of staff and, with others, continue to improve access to and usage of these organisational resources by all staff and volunteers irrespective of where they are based. Publish regular updates/content to the intranet. Ensure all staff records including health and safety, annual leave, and sickness, are up to date through the BreatheHR system. c. Human resources Manage and develop the recruitment process, and be a repository of knowledge on recruitment matters. Devise and implement recruitment strategies for staff/volunteer vacancies and tenders for consultants/services. Oversee and develop the process of induction for all new staff, consultants, volunteers and board members and analyse results from post induction surveys. Monitor equal opportunities of job/volunteer applicants and provide information quarterly in the report to the Executive Management Committee. Participate in interview panels for staff and volunteer roles and request references for successful applicants. Participate in the Job Evaluation Working Group led by the Director of Operations. Conduct exit interviews with volunteers and staff up to and including grade E. Assist in identifying training needs for staff and organising internal and external training courses. Lead on designing the Employee Engagement Survey for Conciliation Resources staff and implement it. Support Director of Operations in assisting and advising staff on personnel issues and undertaking research on relevant legislation and best practice with regards to human resources and internal policies and make appropriate recommendations to the Director of Operations. d. Management Line management of the Admin & IT Assistant, the cleaner and any volunteers. Identifying training needs of direct reports and support their professional development through regular support and supervision. e. Other Duties Lead on co-ordinating the initial drafting of the quarterly report to the Executive Management Committee. Participate in monthly line management meetings with the Director of Operations, annual appraisals and keeping the BreatheHR Information System up to date. Contribute to the annual planning and budgeting process. Participate in team and organisation-wide meetings.

4 Perform other duties and tasks, as required in non-routine circumstances, from time to time. 5. Person specification Knowledge Academic/professional qualifications or qualification by experience, preferably in relevant subject areas such as HR, facilities management, information management, administration. Advanced knowledge of MS Office, and web content management systems with a good appreciation of the uses and potential of IT and intranet systems as information management and learning tools. Knowledge of administrative and information management systems. Experience Substantial experience of, and commitment to administrative work including creating maintaining and developing and improving office systems and processes. Considerable experience of administering the end-to-end processes of recruitment and handling routine human resources related matters for staff and volunteers. Experience of creating, maintaining and developing paper and electronic filing systems. Maintaining and developing paper and electronic libraries. Experience of managing and developing junior members of staff and/or volunteers in an office environment Experience of negotiating with suppliers, with particular regard for value for money Working within a diverse workplace. Working in an NGO environment is desirable. Skills Strong administrative and organisational skills. Ability to design maintain and develop paper and electronic systems which help others to be more organised and efficient and promoting their use being a Champion. Advanced level IT and MS Office skills.. Excellent verbal and written communication skills with confidence and ability to communicate with a wide range of people accuracy and attention to detail. Effective time management skills and ability to multi-task and prioritise competing demands, even when under pressure, in a methodical and systematic manner juggling the more interesting with more routine tasks including repairs and maintenance of office

5 furniture/fixtures/equipment, ensuring that both are achieved to the appropriate standard and within agreed / required deadlines. Strong interpersonal skills and proven ability to handle diverse sources of information in a confidential, sensitive manner with due care, respect and discretion. Ability to work autonomously on own initiative as well as in a team. Willingness and ability to work irregular hours on occasions. Willingness and ability to self-service. Awareness of cross-cultural and political sensitivities and capacity to listen actively to people from varying backgrounds. An interest in human rights and peace work. May 2014