Midaye Somali Development Network

Office 6, 7 Thorpe Close London W10 5XL Tel/Fax: 02089697456

Midaye Somali Development Network Office Manager vacancy Salary: £15,312 pa for 22.5 hours work per week (£25,520 full time equivalent) Hours of work: 22.5 hours/week over 3- 4 days/week, usually during our office hours of 10-4. Some flexibility may be possible. Location of work: Midaye’s offices Midaye is looking for an Office Manager. You will be responsible for management of our busy office, our finances, and the software we use to help us manage and monitor our projects. You will be a central part of our team – supporting our work in the community with e.g. single mothers, people with disabilities, long term health problems or mental health issues, and those who are far from the job market. We work with members of all BME communities for whom English is an additional language – Ethiopian, Somali, Sudanese, Eritrean, Yemeni and others. You will undertake a full range of administration, maintaining excellent records and training staff and volunteers in using systems. You will ensure that monitoring data on all our projects is recorded in our project management software and prepare reports for funders and trustees. You will oversee our bookkeeper, ensuring that Midaye’s income and expenditure is properly documented and authorised, and creating monthly financial management information for our Board of Trustees. If you would like to join us in providing our crucial community services, you must demonstrate that you are highly organised and efficient, able to prioritise and manage your workload and function calmly and effectively in a busy office, which is also used to deliver advice and support to community members. You will have an understanding of community organisations and be very experienced in office systems and basic finance work. You will have excellent interpersonal skills and be confident with IT systems. Training will be provided on specific systems or unfamiliar financial procedures for candidates with good overall skills. To apply, please fill in the attached application form and email to us at: [email protected] We will not accept CVs – you must complete the application form and return it to us no later than 5pm on 3 March. Shortlisted applicants will be interviewed on 16 March 2016. All applicants must be eligible to work in the UK. Midaye is committed to equal opportunities and actively encourages applications from all sectors of the community. We shortlist based on competencies and not on race, religion, sex, physical or mental disability, or age. For further information, please contact

Mrs Filsan Ali Office 6, 7 Thorpe Close, London W10 5XL Tel/Fax: 02089697456

Midaye Office 6, 7 Thorpe Close, London W10 5 XL. Registered charity number 1098707 Office 6, 7 Thorpe Close London W10 5XL Tel/Fax: 02089697456

Midaye Somali Development Network JOB DESCRIPTION

Post title: Office Manager Key purpose: To manage Midaye’s office, providing administrative and finance support for our work and to oversee data management relating to funding, project management and clients. Responsible to: Director Responsible for: Administrative and/or finance support workers or volunteers, as appropriate Salary: £15,312 pa for 22.5 hours work per week (equivalent to £25520 full time) Hours of work: 22.5 hours/week over 3- 4 days/week, usually during our office hours of 10-4. Some flexibility may be possible. Location of work: Midaye’s offices

Major objectives/key tasks You will contribute to the effective functioning of Midaye’s work through being responsible for day to day management of our busy office, undertaking administration, collating/writing monitoring reports, ensuring Midaye’s income and expenditure is properly documented and authorised, and creating monthly financial management information for our Board of Trustees. You will need to function calmly and effectively in a busy office - which also serves as the centre of our community services, so can have staff, volunteers and community members all talking, using computers and delivering services to clients at the same time. This is a job for someone who likes being in a vibrant, noisy environment where laughter and tears can be equally present; someone who wants to be a crucial part of providing desperately needed community services. You will be a central part of our team – the ‘glue’ that holds together staff, volunteers, projects, trustees and stakeholders – and will be responsible for the systems that organise all these elements of our work. You will need to be highly organised and efficient, with a good attention to detail. At the same time, you will need to be flexible and have a good sense of how to prioritise competing and sometimes changing demands on your time. The main task for your first year will be to help Midaye develop and implement new office systems, including our new management and monitoring software system – you will be the lead user of this system, and will support staff in using it. Training will be provided on specific systems or unfamiliar financial procedures for candidates with good overall skills. About Midaye

Midaye was set up in 2002 by women from the local community. The word means UNITY in Somali, and we work with members of all BME communities for whom English is an additional language – Ethiopian, Somali, Sudanese, Eritrean, Yemeni and others.

Our work supports multiply excluded people in Kensington and Chelsea, Westminster and Hammersmith and Fulham, including single mothers, people with disabilities, long term health problems or mental health issues, and those who are far from the job market. Most of our clients speak little English.

We provide support on health, housing, education, benefits, domestic violence and other issues. We:  Work with more than 2,000 clients  Provide information, outreach, training and befriending.  Provide a Supplementary School and educational outreach to families needing support. We work across all these areas using an advocacy model. Our activities empower and support the most marginalised members of our communities; helping individuals to help themselves and have the knowledge to improve their life in a meaningful way.

Key responsibilities Administration and office management  To provide administrative support for all Midaye community work, including arranging staff and volunteer rotas and room bookings, and to support project managers in keeping projects running to time and budget  To set up new administrative and monitoring systems, supported by our Director and Midaye’s advisers.  To keep all HR, employment and volunteer records up to date, liaise with payroll, prepare contracts, process DBS applications, etc  To manage post, signposting and responding to general enquires  To create and administer contract procedures, manage relationship with suppliers, and to manage office equipment such as computers and phones and order all office and project supplies.  To draft agendas and take minutes for meetings. Finances  To oversee Midaye’s book keeper and maintain accurate and up to date financial records and filing system  To manage Midaye’s bank account and reconcile it against financial records every month, producing a fully reconciled trial balance at the end of each month  To reconcile petty cash monthly, ensuring all expenditure is receipted and allocated accurately in Midaye’s financial records against the appropriate activities  To invoice all grant and contract income in a timely and accurate manner.

 To produce monthly financial management information to support project and organisational management.  To provide information for Midaye’s independent examiner/ auditor and support the process of producing the annual accounts. Information management and reporting  To oversee all data collection for project monitoring and management purposes, including supporting project officers in their use of monitoring tools, and basic analysis of data.  To implement and be the second lead user of Midaye’s management/monitoring software, supporting other staff in their use of it and using it to provide project and staffing reports as requested  To keep all records relating to funders, grants and contracts up to date, to provide reports to funders with support from Midaye’s Director and Project Officers, and to produce income and expenditure reports on grants as required.  To assist the Director with the quarterly trustee reports, Midaye’s Annual Report, and all supporting documents. Other duties  To ensure Midaye’s policies are up to date and approved by Trustees annually.  To attend any training necessary, and to support the Director in setting up training for staff.  To work closely with Midaye’s Director, Development Officer, Project Officers, Bookkeeper and advisors (including accountant, fundraiser and evaluator as requested)  To perform other related duties as assigned. Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the job holder.

Person specification: Office Manager Experience  Minimum of 10 years’ experience working in an administrative role, with at least 5 years’ experience in a senior role, managing and initiating administrative work.  Experience of setting up new administrative systems

 Experience of using software to report on work, staffing and targets

 Experience of basic finance work, including reconciliation of bank accounts and preparation of trial balances  Experience of working in the community/charity sector in an administrative capacity

 Experience of working in a demanding organisation and managing a varied workload with competing priorities and working to deadlines Skills and Competencies  Good interpersonal skills, and the ability to work closely with Midaye projects, staff and volunteers as part of a team  Strong written and spoken communication skills in English

 Excellent IT skills, including Microsoft Outlook, Powerpoint, Excel, Word and an accounts system such as Quick Books or Sage.  Good numerical aptitude and an interest in developing new financial skills

 Proven understanding of administrative procedures, systems and office management

 Very well-organised, with good attention to detail

 Good problem assessment and solving skills, with the ability to turn plans into practical actions

 Able to self-motivate, manage time well and juggle competing work demands within a b usy office environment  Understanding of and ability to maintain confidentiality Behavioural Requirements  Supportive of Midaye’s aim to empower, advocate for and support the most disadvantaged, isolated and marginalised members of BME communities for whom English is not a first language  Non-judgemental and positive approach to clients and volunteers

All applicants must be eligible to work in the UK. Midaye is committed to equal opportunities and actively encourages applications from all sectors of the community. We shortlist based on competencies and not on race, religion, sex, physical or mental disability, or age. To apply, please fill in the attached application form and email to us at: [email protected] We will not accept CVs – you must complete the application form and return it to us no later than 5pm on 3 March. Shortlisted applicants will be interviewed on 16 March 2016.

Midaye Office 6, 7 Thorpe Close, London W10 5 XL. Registered charity number 1098707