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Office Manager Job Description

Job Summary-Office Manager Job Description


To provide leadership management, supervision, and development of an effective flexible administrative support team, and provide comprehensive confidential secretarial

and administrative function to a multi-disciplinary team resolving or referring problems as necessary.

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The Office Manager will establish, maintain and develop professional working relationships with all departments to ensure fit for purpose service is delivered. They will have significant discretion to manage their own workload. The post holder will manage and delegate tasks are appropriate to their team.


Key Responsibilities-Office Manager Job Description


MANAGERIAL AND LEADERSHIP:


Directly manage and supervise on a day to day basis members of the Administrative Team to include Personal Development Plans/individual Performance Reviews and

provision of advice and support as appropriate.


Responsibility for ensuring the provision of effective and efficient administrative support to a multi-disciplinary team including the organisation of staff ensuring adequate staff absence cover.


To provide regular formal supervision for each member of the Admin Team providing leadership, promoting a learning culture for colleagues and other agencies.


Responsibility for the provision of a range of typing, administrative and clerical support

through staff in the Administrative Team.


To co-ordinate/participate in the recruitment process as necessary, including job advert, short listing and interviewing prospective candidates as a member of the interview panel, and liaising with HR with regards to progress.


Responsibility for the completion of Roster for the Admin Team, ensuring

documentation is accurate and completed within designated timescales.


Responsibility for the recording of staff absence in accordance with inter-agency

policies and processing of the sickness absence policy. In addition, undertaking return

to work reviews of the Administrative Team.


Monitor quality standards in the administrative team in respect of departmental

communications including manual/computer data, file archiving etc.



To work on own initiative with minimal supervision. Prioritising workload, initiating action and resolving and referring problems as necessary and working to meet deadlines.


Responsibility for quality checking of Data Quality information and input/extract data

providing reports/statistics as required.


Effective liaison with multi-disciplinary staff outside agencies ensuring

accurate information is communicated as and when required and that complex and

sensitive information is communicated with empathy and reassurance.


Co-ordinate and participate in any special duties, including designated project work or

tasks for the Senior Management as appropriate to achieve the delivery of an efficient, proactive and high profile administrative service.


Overall responsibility for processing and management of Petty Cash in accordance with

policies and procedures.


To establish and monitor stock control systems and liaising with

suppliers/supplies department accordingly.


Be responsible for taking the lead for own service areas in attending meetings and

cascading information to other staff within your service area.



Contribute to the continued improvement and quality of the Administrative Service


Arranging, and attend various meetings, arrange conference and events, prepare

agendas including obtaining information/reports, prepare materials including PowerPoint presentations; prepare minutes of meetings ensuring accurate transcription and distribution as appropriate.


To support the management of the Records process in all aspects of the

paper based and electronic Records function by managing, maintaining, retrieving,

archiving all relevant records including staff personal files and

ensuring that working practices reflect legislation, national guidance and policy

and procedures.


To monitor the admin team's input and retrieval of data from IT systems and

partner organisations and check data quality reports from IT

systems. Regularly reviewing and amending accordingly.


  • Attend/chair as professional representative at meetings/workshops/groups as required

  • Ensure appropriate records are maintained as directed by Line Manager in line with Procedures.

  • Responsible for new members of the team attending/completing Induction and local induction.

  • Participate in serious untoward incidents investigations/reviews as required.

  • Support Individuals, equality, diversity and rights.

  • Provide information and support to service users as appropriate.

  • Recognise and respond appropriately to urgent and emergency situations.

  • Contribute to the effective and efficient use of resources.

  • Understand and adhere to policies and guidelines.

  • To undertake any other delegated duties as appropriate and commensurate with the post.



Knowledge Experience and Education-Office Manager Job Description


QUALIFICATIONS:

  • Typing/WP RSAIII or equivalent or demonstrable experience

  • NVQ3 Business Administration

  • GCSE Grade A-C English or Supervisory experience


EXPERIENCE/KNOWLEDGE:


  • Extensive experience of working in an office

  • Experience of working within the environment

  • Previous experience in a senior secretarial position including the ability to generate routine correspondence

  • Experience in developing effective administrative systems and processes

  • Arranging meetings and taking minutes

  • Extensive knowledge of office procedures

  • Extensive knowledge of Microsoft Office e.g.

  • Outlook, PowerPoint, Excel


VALUES:


  • Continuous Improvement

  • Accountability, Respectfulness, Enthusiasm, Support, High professional standards

  • Responsive to service users

  • Engaging leadership style

  • Strong customer service belief

  • Transparency and honesty

  • Discreet

  • Change oriented



SKILLS:

Excellent verbal and written communication skills

Excellent interpersonal and organisational skills

Ability to work as member of a team

Ability to develop, operate and maintain filing systems both manual and electronic

Ability to develop effective interpersonal relationships with colleagues

Ability to communicate effectively in a variety of settings

Able to deal with sensitive issues with tact and diplomacy

Able to present factual information and refer questions to others where appropriate

Ability to prioritise own workload and work to defined timescales

Ability to work on own initiative

High degree of attention to detail

Ability to motivate others

Ability to respond to unpredictable circumstances requiring high levels of concentration




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