World Jewish Relief

WORLD JEWISH RELIEF

Job Description

Job Title: Office Manager (80%)/PA to CEO (20%)

Reports To: Director of Finance and Resources.

Overall Purpose of the Job:

Be fully responsible for, manage and supervise all of the administrative activities that facilitate the day to day maintenance and smooth running of the WJR office.

Take responsibility for all domestic and international travel coordination duties for WJR staff.

Approximately 20% of the role requires the Office Manager to provide exemplary administrative support to the Chief Executive of World Jewish Relief and, where appropriate, Chairman and Council

Key Responsibilities:

Facilities Management

 External - Ensure that the external fabric of the building is monitored on a systematic, periodic basis to ensure that any necessary repairs are noted and carried out in a timely manner and in line with the charity’s procurement policy

 Internal – Ensure that the internal fabric of the building is monitored on a systematic, weekly basis to ensure that any necessary running repairs are noted and carried out in a timely manner and in line with the charity’s procurement policy.

 Maintenance and other contracts – Ensure that the provisions of all relevant contracts including cleaning, provision of sanitary equipment, alarm systems (fire and security), air conditioning, utilities and refuse deposal, are adhered to and that procurement of services is carried out in line with the charity’s procurement policy.

 Security – Ensure that staff and tenants are aware of the need for maintaining building security, including access codes and alarm codes and are clear as to the process at the start and end of each day.  Cleaning - Ensure at all times that WJR’s office premises are clean, tidy and maintained to the standard expected to ensure an appropriate working environment.

 Health and Safety – Ensure that the facilities are fit for purpose in terms of the Health and Safety Act. Maintain WJR’s first aid kit and be first aid trained.

Office Services Management

Reception and Post

 Manage reception including answering doors and phones appropriately.

 Manage all incoming and outgoing post ensuring formal post opening procedures are adhered to.

Donations – Working with the Finance Team

 Ensure all donations are recorded daily in the Daybook spreadsheet and that the signed summary schedules are submitted to the Finance Department.

 To manage the office’s stationery, kitchen and cleaning supplies ordering process and budget.

Office Services and systems

 Ensure that the photocopier, fax machine, franking machine and shredder are fully operational, maintained appropriately and contracts adhered to.

 Administer WJR’s outsourced IT support contract referring to the Director of Finance and Resources for the procurement of all non-standard support and capital equipment

 Manage, monitor and act as the main contact person for the telephone system, IT infrastructure, photocopy machines, franking machine and television and media equipment

 Manage seating plans for incoming volunteers.

 Manage office space, access and IT requirements for all new starters.

 To ensure all business critical office management functions are adequately covered in advance of absence.

Travel Coordination Duties

 Working closely with an external travel agency, ensure all travel is planned, approved by line management, documented and processed appropriately.

 Be focal point for the coordination and procuring of all travel for office staff.

 Maintain an open record of all pending travel arrangements.

Administrative Support to the CEO

 Provide a full range of administrative support services to the Chief Executive (CEO) to ensure he is able to function at the strategic level required. This includes dealing with his correspondence, diary, telephone calls and travel.

 Prepare and circulate all documents necessary for Council meetings and minute the meetings as required. PERSON SPECIFICATION

EDUCATION,  A level or equivalent qualification. QUALIFICATIONS AND KNOWLEDGE  Eligible to work in the UK REQUIRED  First Aid and Fire Warden Trained desirable.  At least two years demonstrable experience of managing a busy EXPERIENCE office or an equivalent facilityy.  Demonstrable experience in all aspects of office administration.

 Exemplary organisational and administrative skills SKILLS/ABILITIES  Excellent command of English  Highly computer literate, with particular experience of using Microsoft office packages including Outlook, Word, PowerPoint and Excel to an intermediate to advanced standard  Previous experience of utilising a database preferably Raisers Edge.  Willingness to work as part of a dynamic team.  Demonstrable skills in simple financial management and budget preparation would be an advantage  Capable of working under pressure and to set timetables and deadlines.  Flexible yet highly organised, proactive and able to multi-task and prioritise work to meet deadlines  Helpful, approachable and positive nature and ability to stay calm and diplomatic under pressure  Meticulous record keeping skills  Understanding of the importance of confidentiality and discretion  Detail oriented and able to take ownership of tasks and work with minimal supervision  Friendly and helpful telephone manner  Excellent team player  Committed to exemplary customer service  Excellent time management skills  Excellent written and oral communication skills, with the ability to deal confidently, diplomatically and appropriately with those at varying levels of seniority OTHER  A commitment and empathy to the work and values of World Jewish Relief.  Willingness to undertake occasional evening or weekend work.