United Kingdom of Great Britain and Northern Ireland: Office Manager
Country: United Kingdom of Great Britain and Northern Ireland
Closing date: 30 Apr 2014
Qatar Charity UK (QCUK)
Job Description and Terms of Reference
Location: London, United Kingdom
Reporting to: Director General
Contract:Full-time (40 hours per week, flexible working hours)
1 year fixed contract with the possibility of a permanent role
The Organization
Qatar Charity UK (QCUK) is a registered Charity with the registration number 1146597. The objectives of QCUK is to assist and empower individuals, groups and organizations of the most needy in society to improve their social and economic conditions through educational, cultural, economic and humanitarian programs mainly in the UK and Europe, but also in less developed countries. In addition, QCUK will promote efforts to strengthen community cohesion. This will be achieved by supporting businesses, institutions and individuals in fulfilling their social responsibilities and funding such programs.
QCUK is seeking to appoint an Office Manager.
Job Description
Main duties:
- Act as first point of contact for visitors and manage telephone calls.
- Assist with all aspects of administrative management, directory maintenance, logistics (travel arrangements, flights, visas, and hotel bookings), equipment inventory and storage.
- Manage inventory of assets and supplies, monitor critical level of office stocks, source for suppliers and receive invoices.
- Perform general office support, by ensuring smooth running of facilities in liaison with the landlord and resolving day-to-day administrative problems.
- Schedule and coordinate meetings, interviews, events and other similar activities that include arrangement of catering, presentation equipment, room booking, and marketing material.
- Organize meetings and take minutes as required.
- Prepare meeting minutes, meeting notes and internal support materials.
- Deal with all enquires and correspondences via mail, email, telephone and fax.
- Prepare business correspondence (using word processing, spreadsheet, mail merge and presentation applications)
- Manage the filing of office files relating to rent, contracts with suppliers and service providers, and trustees minutes.
- Keep track of employee holiday (earned, sick and other leave)
- Receive, authorize and maintain financial records relating to all incomes and expenditures for Qatar Charity UK on a monthly basis.
- Manage petty cash for small office purchases.
- Liaison with the Accountant for all financial and accounting matters.
- Support the charity’s archive function by archiving relevant marketing material.
- Maintain, build and update mailing databases.
- Support the DG in maintaining the Events Calendar and deliver on planned activities.
- Arrange appointments and keep the DG’s diary up to date.
- Organise induction programmes for new employees.
- Maintain employee contracts, with contact and identification details, renew these when and as required.
- Maintain intern and volunteer records.
- Ensure health and safety policies are up to date.
The Office Manager is expected to be a team player, willing to take on more challenges and responsibilities in this very demanding role. The Office Manager will also work very closely with the trustees of the charity, situated both nationally and internationally.
Experience and skills
The candidate’s previous experience should demonstrate the above skills.
They will also need to have the following experience:
- Excellent organisational skills
- good communication and negotiation skills
- Ability to deal sensitively with confidential information
- A keen eye for detail
- Good IT skills
- Ability to work under pressure and at own initiative
- Work well with people at all levels
- Manage volunteers
- Excellent command of English (written and spoken)
- Good command of written and spoken Arabic is preferable: other languages would also be an advantage.
Desirable skills include an understanding of international development or public policy, and an understanding of protocol.
Summary terms and conditions:
The successful candidate must be legally allowed to work in the UK
Salary:starting from £25,000 (depending on experience)
Leave entitlement:20 working days per year plus UK statutory holidays
1 year fixed contract:There is the possibility of extending this.
How to apply:
To apply for this position please send a copy of your CV together with a covering letter that demonstrates how your skills and experience match those outlined in the job description and email this to hr@qcharity.org.ukby 30 April 2014.
Interviews will be held in May 2014.
Your CV and/or covering letter must contain the following information:
- Full name Address
- Telephone number (daytime and evening)
- Details of your education and qualifications
- Details of any recent training courses you have attended
- Details of your employment history including the name and address of your current/previous employer, dates of starting and leaving employment (month and year), an outline of your duties and responsibilities with each post, current salary or salary on leaving.
- The name, address and telephone number of two referees. One of which should be your current or previous employer (if you are not working).
All offers made are conditional subject to the two satisfactory written references which must be received prior to commencement of employment
