Office Manager (Part time)
Duties include To maintain electronic and paper systems, as well as migration of data between systems, for the team and to act as the organisation's Records Manager. To oversee the work of the Finance Assistant to ensure the maintenance of financial records and systems and the work of the Admin Assistant to ensure that appropriate support is being provided across the organisation. To provide admin support for the recruitment of the CEO, Learning Manager and other roles as required. To receive monthly transaction reports, management information, profit and loss statements, balance sheets and with the Finance Assistant to deal with enquiries from managers and suppliers and to ensure that the Trust always acts in accordance with its Financial Procedures and Controls. To assist in the preparation of annual accounts. Together with the Admin Assistant, to be the first point of telephone contact for the offices. To prepare agendas and papers for Trustees' Board meetings and others. To take minutes during board and trustee meetings To attend previews and other PR events in support of the Trust's activities. (of which will be out of office hours, evenings/weekends) To coordinate the gathering of information for performance monitoring purposes. Undertake various projects alongside other management and team members To undertake any other tasks as may be assigned. ESSENTIAL Qualifications and Experience • Educated to A level or equivalent • 4 years' office experience in a small business environment including 1 year's experience of supporting an individual at executive level • 1 year's experience of managing paid staff Knowledge and Competencies • Demonstrable knowledge of administrative systems including Microsoft packages and email • Demonstrable knowledge of financial systems • A thorough understanding of English grammar • Exceptional written and oral communication including the ability to draft and format reports and letters. • Exceptional interpersonal and organisational skills • Works effectively with new technology and encourages others to do the same. Uses software to maintain accurate records and improve processes. Keeps up to date with advances in technology. • A flexible and solution-focused approach to problem-solving • Results-driven with an 'all hands on deck' attitude that remains focused on what needs to be delivered and delivers consistent results • Able to develop working relationships at all levels and provide support to others • Exhibits attention to detail; excellent follow up and follow through skills, ensuring loops are closed and clarity achieved • Promotes a professional, approachable attitude • Demonstrates an ability to understand and apply financial information in order to operate and manage resources efficiently and effectively • Discreet and able to exercise judgement in sensitive situations Skills and Attributes • A passion for excellent service • Absolute confidentiality This role is to stat in August 2012 and is to work through until April 2013. The part time hours are set at 20 hours,this is non negotiable.
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