Office Manager

Sported is one of the leading Sport for Development charities in the UK, helping more than 3,000 community sport and youth groups survive and thrive. Our members use the power of sport to transform the lives of disadvantaged young people and build stronger, safer communities.

We are seeking an

Office Manager

Overview of Role

• Reports to: Head of Finance and Governance
• Role: The Office Manager plays a key role in the ensuring the effective running of Sported not only at the London office, but across the United Kingdom. The role co-ordinate’s communication and liaises with stakeholders in various locations acting as a hub for all major activities.
• Hours: 37.5 hours per week (5 days), Sported operates a core work hours system, meaning employees can structure their working day around the core hours of 10am - 4pm. It is expected that work will sometimes be required outside normal working hours. However time off in lieu (TOIL) is offered in accordance with Sported policies around working additional hours.
• Contract: Permanent
• Location: London – SE1
• Salary: £27,000 per annum
• Holiday: 25 days holiday per annum in addition to statutory bank holidays.
• Main Relationships
  • Internal:
    • Head of Finance and Governance
    • CEO
    • Deputy CEO
    • Strategic Leadership Team
    • Accountant
    • Fundraising Team
    • Broader Sported Team
  • External:
    • Trustees
    • External HR Consultancy
    • Office Leaseholders
    • Office Suppliers
    • Funding Bodies
    • Event Suppliers
    • Donors and Supporters
    • External Auditors

Main Duties & Responsibilities:

Communications and diary management

• Be the first port of call for all enquiries (except those from Sported members and volunteers), including responding to phone and e-mails and forwarding enquiries internally in an appropriate and timely manner
• Manage the central Sported Team calendar (including key dates such as Team Gatherings, Conference Calls etc.)
• Organise and coordinate quarterly team gatherings
• Organise internal meetings and take minutes as appropriate
• Communicate internal updates and news to the Sported Team
• Be the “go-to” person for questions from the Sported Team
• Monitor field enquiries in the following inboxes; Britvic, Info, Admin, Fundraising, Recruitment, RSVP and Sir Keith Mills.

Office Management

• Be the first point of contact at London central office
• Be the main point of contact for IT support and phone contracts
• Ensure that all template documents are updated, fit for purpose and compliant
• Ensure file naming conventions and shared folders are kept in good order.
• Keep the Shared drives up to date for day-to-day use by staff and by managers
• Manage day to day relationship with office leaseholder and building manager. Attend resident’s meetings on behalf of Sported.
• Manage relationship with office suppliers
• Order stationery as needed
• Book travel for the Strategic Leadership Team (SLT) as required

Governance and compliance

• Co-ordinate quarterly Board of Trustee meetings and Finance and Audit Committee meetings and take minutes
• Ensure notifications to Companies House, for example trustee appointments and resignations are submitted in a timely fashion
• In conjunction with the Accountant, develop and maintain a “Compliance Calendar” and ensure all requirements are met
• Liaise with the fundraising team on compliance requirements
• Keep a register of all of Sported’s internal policies and procedures including a schedule for review and manage the review and update process
• Facilitate a process to identify changes in compliance requirements
• Support the Head of Finance and Governance in administering the ongoing risk management process

Financial Administration

• Co-ordinate processing of staff and volunteer expenses
• Bank donations promptly as required by the Head of Finance and Governance
• Support the accountant in raising invoices and following up outstanding payments
• Co-ordinate Gift Aid claims
• Write and send out cheques for Sported Grant payments
• Maintain contracts control schedule (supplies and funding) and ensure contract documentation is maintained in appropriate form (paper and/or electronic)
• Assist with preparation of reports ahead of Finance and Audit Committee Meetings and Trustees Meetings

HR support

• Co-ordinate Sported’s PDP (Performance Development Process)
• Support Strategic Leadership Team in the recruitment of staff including advertising roles, collating applicant details, scheduling interviews, sending out contracts
• Co-ordinate induction for all new staff
• Keep a record of all staff and volunteer absences (holidays, sick leave and TOIL)
• Keep up to date records of staff contacts and emergency contact details.
• Be the main point of contact for pensions and payroll providers
• Ensure that new members of staff have login details, email address, phone, laptop etc.

Other

• Ensure insurance is maintained and cover is adequate
• Provide support for the development of new initiatives as required. Such activities will be commensurate with the role.

Person Specification:

Part 1: Knowledge and Experience

Essential

• Proven practical experience of administration in an office environment
• Excellent interpersonal relationship management and customer service skills, with the ability to communicate clearly and confidently with a diverse range of people
• Solid experience of providing proficient executive support
• Proven experience of managing a variety of tasks in an effective and timely manner

Desirable

• Ability and experience of working with a wide range of organisational stakeholders requiring varying levels and types of support
• Experience of working with databases
• Knowledge of basic information relating to HR, health & safety, data protection, financial and office procedures

Part 2: Skills and Attributes

Essential

• Highly organised with an ability to recognise key upcoming requirements, plan ahead and prioritise workload with minimal supervision
• Excellent written and verbal communication skills
• Computer literate with strong working knowledge of Microsoft Office
• Ability to maintain a high level of confidentiality and discretion at all times

Desirable

• Excellent attention to detail and accuracy
• A willingness to learn and make a positive contribution to a forward-thinking organisation
• Ability to identify and propose solutions in areas of organisational risk relating to areas of work outlined above.

Part 3: Key Competencies

• Initiating action – taking prompt action to accomplish objectives; taking action to achieve goals beyond what is required; being proactive
• Communication – clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message; checks understanding and presents message in different ways to enhance understanding; attends to messages from others; correctly interprets messages and responds appropriately.
• Customer focus – making ‘customers’ and their needs a primary focus of one’s actions; developing and sustaining productive relationships.
• Planning and organising – establishing courses of action for self and others to ensure that work is completed efficiently; identifies more critical and less critical activities and assignments; adjusts priorities when appropriate; allocates appropriate amounts of time for completing own and others’ work; avoids scheduling conflicts; develops timelines and milestones.
• Information monitoring – setting up/maintaining procedures to collect and review information; identifies what information needs to be obtained
• Contributing to team success – actively participating as a member of a team to move the team toward the completion of goals; provides necessary resources or helps to remove obstacles to help the team accomplish its goals; shares important or relevant information with the team; adheres to the team’s expectations and guidelines.

Part 4: Personal Circumstances

• Commitment to the mission of Sported
• Able and willing to work outside of office hours on occasion, as required.
• Willing to travel offsite team gatherings

Recruitment Timetable

• Closing date for applications: 5pm 1st December 2017
• Short-listing meeting (internal): 5th December 2017
• Applicants to be notified if successful for interview by: 6th December 2017
• Interviews: Week commencing 4th December 2017
• Role commences: January 2018 (earlier if possible)

If you have any questions about the role please contact Caterina Wooden, Head of Finance and Governance - recruitment@sported.org.uk

To apply for this role please complete the application form and send it to recruitment@sported.org.uk

Please note:

Only successful applicants invited to interview will be contacted. Please assume therefore that if you have not heard from us by 6th December 2017 you have not been successful for interview.

 

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YouthInclusionHealth Sported Seeks Office Manager Sported is one of the leading Sport for Development charities in the UK, helping more than 3,000 community sport and youth groups survive and thrive. English Sported http://sported.org.uk/# Non-profit Job (Full-Time) Accounting/FinanceAdministrationCommunicationsProject Management 1512082800 London, UK FinanceshealthjobseekerLondonUKAdministrationHealthInclusionManagementYouth recruitment@sported.org.uk 1512169200 Default Image 3 Premium GBP Office Manager*in London, England