Office Manager

Global Canopy Programme

Oxford
£20,000 - £24,000 pa depending on experience

Paid • Full Time • Permanent

globalcanopy.org

Sectors: sustainability, conservation & wildlife

Closing date: Monday, 08 May 2017


Job description

Job Title: Office Manager
Location: Oxford
Contract type: Full time (Job share considered)

Job purpose

To ensure staff have a good working environment, by managing the office space, facilities and IT services, and to provide administrative support to the senior management team and HR function.

Reporting to: Chief Financial Officer
Line managing: None
GCP Programme: Within the Finance & Operations team

Key responsibilities

OFFICE MANAGEMENT: support a functioning office by making sure that the building, utilities, equipment, visitors /callers, landlords, suppliers, tenants and policies are well managed, and costs are within budget.

IT: Help GCP staff to work effectively, by managing the IT support provider and administering Global Canopy’s hardware and software provision.

HUMAN RESOURCES: Support a first class HR function, by administering and supporting key processes such as recruitment, induction and appraisals – and overseeing GCP’s HR policies.

SENIOR MANAGEMENT TEAM SUPPORT: help the SMT to work effectively by managing calendars, travel, event-logistics and providing ad hoc support as needed.

Specific responsibilities include :

OFFICE MANAGEMENT

  • Manage all aspects of premises functions, including printing services, IT services (see below), fire alarm testing, intruder alarm maintenance, PAT testing, cleaning, waste / recycling, garden maintenance
  • Regular meetings with tenants and counterparts at neighbouring organisations to achieve harmonious shared office.
  • Ensure that all legal compliance obligations are fully met and maintained, including health and safety
  • Liaise with landlord’s agent and the City Council, on all relevant matters, including office maintenance, information and survey requests
  • Oversee allocation and management of space to staff, interns, volunteers, desk users and visitors
  • Liaise with CFO and Accounts team on combined and travel insurance needs, including providing support as needed.
  • Manage the GCP intranet site, ensuring all content is kept up-to-date and useable, and developing functionality that supports operational implementation and delivery
  • Answering the phone & greeting visitors
  • Deal with contractors and suppliers for maintenance, utilities and other functions
  • Purchase stationery / kitchen supplies

IT

  • Manage external IT services providers to ensure smooth functioning of all IT services, including broadband and telephone services; provide internal point of contact for GCP staff, helping with IT support needs
  • Co-ordinate IT licences and services, such as Dropbox, Google apps, including management of software purchases
  • Co-ordinate IT hardware purchasing (including peripherals), allocation of resources across staff, maintenance, and IT assets register (including periodic audit of assigned equipment)
  • Oversee staff exit, including decommissioning of computers, email accounts, Dropbox, etc.

HR

  • Assist managers with recruitment and HR admin as needed
  • Oversee the induction process for new starters
  • Keep staff holiday and attendance records accurate
  • Liaising with finance time as needed for payroll and other matters.
  • Preparation of contracts and amendments as needed
  • Liaise with our external HR services provider, Critchleys, to implement legal updates, and to develop and continuously improve policies

SMT SUPPORT

  • Making travel arrangements, and managing calendars
  • Assisting with meetings and events, eg by managing logistics or taking minutes.
  • Assist with scanning, photocopying, expenses claims, postage, etc.

Other duties

  • Create, manage and monitor the budget for relevant areas of responsibility
  • Maintain oversight and ensure proper development and implementation of Global Canopy’s operational policies and procedures, including addressing legal compliance questions.
  • This is supported by other managers. It includes maintaining the GCP intranet site, ensuring all content is kept up-to-date and useable, and developing functionality that supports operational implementation and delivery
  • Management of occasional contractors / casual staff as needed in relation to the above functions.
  • Play an active role in GCP’s on-going development as a member of a small, dynamic team.
  • Contribute to GCP’s other activities as appropriate.
  • Other duties commensurate with the post and as required.

Person Specification

  • Excellent organizational and communication skills
  • Initiative to anticipate difficulties and to identify solutions.
  • Pleasant and helpful, but able to define and stick to priorities.
  • At least 2 years’ experience of working in an office environment
  • Understanding of office processes and procedures
  • Accuracy and wish to complete tasks methodically
  • Experience of amending intranet sites advantageous
  • Understanding of the importance of legal compliance and some understanding of the law covering office working

To apply, please send your CV and a cover letter to jobs@globalcanopy.org.


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