Office Manager

Title: Office Manager

Employer: Voices from Care Cymru

Reporting to: CEO

Location: 45, The Parade, Cardiff (with option some remote working)

Hours: 35 hours per week (full time)

Salary £30k to £35k per annum dependent on experience

Contract type: Permanent

We are delighted to be working with Voices from Care Cymru, a prominent children's charity which exists to improve the lives of care experienced children and young people (looked after children and young care leavers) in Wales. Working across Wales, the charity enables children and young people to meet their own goals and build successful futures and support them in working with decision makers to improve the lives of the whole care experienced community.

Purpose of post

The Office Manager will take a lead in supporting the CEO and staff with all administrative and back-office duties.   They will support the senior management team in ensuring the organisation’s compliance with policies and procedures in relation to health and safety human resources and charity governance and will support the Finance Manager with financial tasks. They will also support the CEO with managing the diary, travel arrangements etc.

They will be supported by a part time administrative officer, and will have access to specialist human resources advice and IT support.

Duties:

• To undertake all human resources and recruitment duties as required.  This includes but is not limited to:
• Monitoring and recording of absences (excluding annual leave and TOIL)
• Recruitment and On-boarding activities
• Supported by specialist human resources advice, issuing relevant human resources and employment law documentation and letters to staff as required (i.e., extension to contract, salary review and probation letters)
• Supporting line manager’s activities, providing day to day advice on human resources matters, accessing specialist human resources advice as necessary.
• Maintain accurate personnel records and centralise the information.
• To provide diary support role to the CEO
• To manage the renewal processes for legislative and regulatory checks such as DBS, Driving at Work and DSE annual updates.
• To be responsible for ensuring appropriate regular Health and Safety checks of the premises and arrange maintenance works as required.
• To support the Senior Management team in maintaining good governance processes and procedures in line with The Charity Commissions guidance.
• To support the Senior Management team in the organisation and administration of Board of Trustee meetings, including minute taking. 
• To support the Finance Manager, with relevant financial duties including purchase order processes, pretty cash management and salary updates.
• To ensure effective first point of contact systems via telephone and email.
• To manage bookings and travel arrangements of senior staff. 
• To Manage access to the charity's systems such as Microsoft 365, HR and CRM systems and be the first point of contact for any IT related queries or issues, referring on to specialist advice as necessary.

Essential

1.1.                 Experience of providing administrative support services in an office environment.

1.2.                 Experience of developing and maintaining office processes and procedures to ensure efficiency and effective use of time and resources.

1.3.                 Good understanding of confidentiality in practice in the workplace

1.4.                 Good organisational skills and attention to detail.

1.5.                 Ability to work under pressure, meet deadlines and manage priorities

1.6.                 Experience of managing human resources processes, and recruitment, including an understanding of employment law and the ability to make best use of expert advice.

1.7.                  Good communications skills (both oral and written).

1.8.                 Good interpersonal skills.

1.9.                 Good IT skills; working knowledge in the use of a range of computer software, including Microsoft Office applications (especially Word, Excel and Access).

1.10.              Enthusiastic and self-motivated, with a positive attitude and a flexible approach to work.

1.11.              Able to work on own initiative and as part of a team.

1.12.              A commitment to equality and diversity and fostering a positive and fair working environment.

1.13.              A commitment to learning and development in the workplace.

1.14.              Ability to relate to and work with a wide range of individuals, including service users.

1.15.              The ability to work flexibly, responding to the needs of the organisation

1.16.              Strong principles, including integrity, and commitment to the role.

1.17.               Empathic with good listening skills

Desirable

2.1                   Experience of supporting with the organisation and delivery of events, including large public events.

2.2                   Experience of supporting, maintaining and developing organisational governance, in line with Charity Commission and Companies House requirements.

2.3                  Experience of financial processes e.g.: preparing invoices/claims.

2.4                   A working knowledge of The UK Data Protection Legislation (2019) and how    to apply it.               

2.5                  Experience of managing staff and / or volunteers

2.6                   An interest in issues that affect care experienced children and young people.
2.7                  Personal experience of the care system.
2.8                   Ability to speak Welsh, with a commitment to further training to enable use of Welsh in a professional setting if needed
2.9               Previous experience of working in the third sector.
2.10                A commitment to promoting Children’s Rights as set out in the United Nations Convention on the Rights of the Child

All posts are subject to receipt of satisfactory references and a satisfactory DBS enhanced disclosure check.

To apply, please complete the following forms and upload them when prompted on the application form.

Application form

Equality monitoring form

Salary of £30k to £35k dependent on experience

Company Pension

Company sick pay

Enhanced holidays