Jd & Person Spec - Office Manager

Office Manager/Administrator Job Description

Germination is looking for a new Office Manager/Administrator to help organise our busy office. Our ideal candidate has meticulous organisational skills, a passion for systems, attention to detail and will be proactive in keeping us in line.

Job Title: Office Manager/Administrator Purpose: To efficiently organise a busy, creative working environment for a small but growing organisation Responsible to:

Director

Salary:

£22,000-£24,000 pro rata

Based:

Shoreditch, East London

Terms:

3 days a week (negotiable) 20 days holiday per annum, pro rata Flexible working Some out of office hours work will be expected

Specific Responsibilities Office Management: to ensure the systems in the office function efficiently, from managing filing and paperwork, to ensuring the basic office equipment functions well for the team to do its job effectively. Team Co-ordination: to work with the team and ensure co-ordination between us, including co-ordinating diary and contact information, timesheets, administrating team meetings and being the one who knows where everything is.

Being the First Port of Call: Answering the telephone, managing general enquiries, welcoming guests, organising meetings (we make our own tea though). Information Management: Filing important information, chucking out what we don’t need, managing legal and financial documents, sharing information with the network efficiently, particularly using online systems. Support with Book-keeping & Accounts: working with the Director and Book-Keeper to maintain a smooth accounting system, ensuring attention to detail on invoicing, payment schedules, budgets and expenses. Suppliers, Orders and Equipment: Identifying suppliers and negotiating good deals on office equipment, stationery, cleaning, IT, telephone and broadband, printing and event materials – and generally making sure we have everything we need. IT & Technology: Ensuring the smooth running of our IT systems including telephones, printers, broadband, database and online services. We are very reliant on technology and like to be up to date. It’s great if you know lots about this, but more importantly, you know what you don’t know and can find appropriate advice/support. Database and Contact Information: You will manage all our contact information and develop systems to make the collection and use of data more effective and efficient as the company grows. Event Admin: From time to time you may be required to assist with administrating Germination events, or overseeing temporary staff and volunteers. Maintaining the Portfolio: Working with our Marketing and Communications Manager to collect materials from all our projects to add to our portfolio, designing the presentation.

General Responsibilities Teamwork: To work as part of a team and work with respect for others. The Germination is a hard-working and ambitious, and we achieve more than the sum of our parts by working together.

Promote and maintain the reputation of Germination: The company has a wide range of external stakeholders. All members of the team are expected to uphold and contribute positively to this reputation at all times. Creative Excellence and Public Impact: We aim for all our work to be excellent in terms of creativity and public interest. All members of the team are expected to support this with ideas, careful thought and excellent management. Work in-line with Germination policies: To work within our health and safety, equal opportunities and child protection policies.

To Apply Send us your CV and a letter (on no more than 2 sides of A4) detailing why you would like to work for Germination, what experience and attributes you bring and how you would help to make our organisation stronger. Deadline: 5pm on Tuesday, 9th December. E-mail to: [email protected] Post to: Germination @ United House, 39-41 North Road, London N7 5DP Please provide an up to date e-mail address and phone number. We will inform you by e-mail if your application is unsuccessful. We will inform you by phone if you are shortlisted for interview. Interviews: W/c 15th December (you must be available during this week) Employment Begins: Jan/Feb 2009, depending on notice period.

Office Manager/Administrator Person Specification

Germination is looking for a new Office Manager/Administrator to help organise our busy office. Our ideal candidate has meticulous organisational skills, a passion for systems, attention to detail and will be proactive in keeping us in line. Do you have the relevant skills, attributes and experience?

Skills, Abilities & Personal Attributes Essential You will be highly organised, have a passion for systems and attention to detail. You will have the innate ability to increase office efficiency and ensure systems are adhered to. You will have intense pride in the sparkling organisation of company information. You are an excellent communicator – both the internal team and external stakeholders find you accessible and look forward to seeing you. You have great judgement, are consistent in your approach and people respect you. You have an eye for a good deal. You appreciate the creative environment. Desirable You’re good at fixing things like printers and photocopiers because you’ve actually read the manual. You embrace new technologies and are interested in the new things the web can help us do.

Experience and Knowledge Essential You have lots of experience in setting up and managing office and administrative systems.

You know about different database options and have proven methods of collecting, amalgamating and managing contact data. You’re really proficient with IT and can advise on software, hardware and online systems. You have experience in managing budgets and petty cash. You are experienced negotiating with suppliers and managing payment terms. Desirable You’ve had experience working in a fundraising environment and know how to compile reports to funders, and know how to collect monitoring data. You’ve administrated events, and run front of house, even for your own parties. Book-keeping or accounting experience.

Qualifications Speed Typing IT, Systems or administrative qualifications.