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Office Manager

I am delighted to be working with a rapidly-growing homelessness charity in search of a part-time (4 days a week) Office Manager. You will join a collaborative team who love making a positive impact, he charity coordinate London's largest emergency winter shelter network and by provide a year-round advice service to help people move beyond homelessness. Since 1999, thousands of men and women have found safe shelter and the support needed to leave homelessness behind.

Main duties:
Office Management
Ensure the office space and facilities are organised, and maintain office efficiency and productivity by planning and implementing office systems and layouts, allocating and managing office and storage space and procuring relevant equipment.
Ensure that the meeting rooms are clean, tidy and maintained to a good standard and that booking systems are efficiently implemented.
Ensure provision of an adequate supply of materials and supplies including equipment, stationery and sundries. Where suitable and cost-effective source 'green' suppliers and environmentally friendly products, promote recycling, sustainability and reduction of office waste.
Organise and review office security and general administrative processes and induct new staff on relevant office processes, including data protection, security and fire safety.
Ensure key office and facilities services are organised including: cleaning, security, waste removal, light and heat, printing, furniture, postage and carriage services. Ensure that facilities meet all legal requirements and government regulations, environmental, health and security standards.
Provide advice and support around continuity planning so that in the event of a fire or major failure the charity can continue to operate and recover quickly.
Implement any internal office reorganisations whilst ensuring minimal disruption to staff.

Reception
Manage all aspects of Reception, ensuring that we deliver high levels of customer service to staff, guests and other visitors, creating a warm and welcoming environment.
Ensure that reception is adequately covered through staff and volunteers, and put in place a plan for lunch breaks, holidays and unexpected absence cover. Ensure that ad-hoc cover (e.g. volunteers) are adequately briefed and trained in Reception duties and priorities.
Ensure that post and deliveries are appropriately managed and processed.

Information & Communication Technology
Maintain a good working relationship with information and communications technology (ICT) support contractors, ensuring that the charity's ICT continues uninterrupted and following the disaster recovery plan in the event of any disruption.
Working with the ICT support, ensure ICT equipment is up to date and fit for purpose, and procuring new equipment as required. Arrange training and induction of staff/volunteers in policy and procedures for use of equipment.
Manage information services and file archiving.

Office Building Management and Maintenance
Provide project management advice and support for any office move as required at the end of a lease term, working with others as required.
Plan, cost and oversee office maintenance, including repairs, redecoration, and PAT testing.
Maintain a good working relationship with the Landlord, including ensuring up-to-date office licences are in place and that we are being regularly invoiced.
Maintain a secure office environment, including adequate procedures and systems; briefing staff on their responsibilities to maintain a safe, secure working environment.

Health and Safety
Responsible for Health and Safety for the office and wider working environment for all staff.
Ensure compliance with all relevant legislation. Review, implement and manage the Health and Safety policy and Fire policy. Provide updates and advice to staff as necessary.
Lead on all aspects of keeping staff working environments safe and risk assessed, including COVID-19 risk assessments.
Ensure that DSE Risk Assessment for office-based staff and Risk Assessments for lone working staff are implemented effectively and deal with any issues accordingly.
Recruit, arrange training for and support fire marshals and first aiders (internal staff). Maintain the accident/incident book; report incidents within the required time frame; escalate issues accordingly.

People Management
Support and line manage the receptionist and office volunteers.
Conduct regular supervision meetings and performance appraisals.

Other
Manage the office & facilities budget, ensuring that spend is closely monitored and accurately recorded, within budget, is cost-effective and provides good value for money.
Attend and participate in management meetings, and other ad hoc meetings when necessary.
Undertake other ad hoc tasks as directed, such as assistance with events and occasional administrative support to the CEO.

If you have the above skills and experience and are immediately available, please apply online today!