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Graduate Office Manager

Graduate Office Manager

Posted 4 April by Office Angels Easy Apply Ended

We are currently working with an extremely friendly non profit organisation that offers grants to charities throughout the UK. The organisation is based near Embankment in a beautiful location with an incredible modern and lovely office. The staff is small yet friendly and believes in team work. The offices are centrally located with great transport links and a lovely office space. If you are interested in working in a varied office management role within the non profit sector then this role is perfect for you!

Job Summary | Graduate* Office Manager

Key Responsibilities

  • Manage the day to day administration of the office and lead on reception duties, acting as first point of contact for callers in person and on the telephone
  • Research and assist with the purchase, installation and maintenance of equipment, furniture and office supplies
  • Ensure the office is well organised, health and safety requirements are met, arrange insurance and manage relevant external contracts
  • Act as key contact for the Foundation in day to day matters relating to the building
  • Keep under review and develop administration systems, database, library filing and other arrangements to ensure that the office runs in the most effective way
  • Oversee bookings from others using the meeting rooms and support the Foundation's convening events
  • Provide hospitality and facilitate meetings, including setting up meeting rooms and organising refreshments
  • Update the Disaster Recovery plan and Business Continuity policy
  • Ensure IT systems run smoothly and act as contact for the support company
  • Oversee the receipt and dispatch of post
  • Provide administrative support to the Director and Head of Finance & Resources, including drafting reports and correspondence, filing and arranging meetings
  • Scope, research and manage special projects and initiatives as required
  • Assist the Head of Finance & Resources with processing financial and investment data and managing petty cash
  • Co-ordinate the annual revision of Staff Handbook and assist with the maintenance of HR records
  • Update the website and manage the Foundation's social media presence
  • Assist with the planning and arrangements of Trustee and staff events
  • Act as first contact point for the Chairman and Trustees on general matters and deal with their invitations to events
  • Lead on the preparation and manage the timely collation and distribution of papers for the Board, Finance & Investment Committee and Risk & Audit Committee
  • Review and proof read documents as required
  • Prepare agendas for and take minutes of meetings as required
  • Set and maintain the annual meeting calendar
  • Assist the Director with the production of the Annual Report, lodging documents with the Charity Commission and keeping relevant records
  • Work closely with and provide regular cover for other administrative staff as required
  • Responding to initial enquiries by email and phone from applicants for grants
  • Assisting with inputting data into the grants database and dealing with correspondence
  • Liaise with other administrative staff in relation to absence from the office, such as lunch breaks and arranging annual leave, to ensure that office cover is maintained at all times
  • Undertake any other duties in support of the Foundation's business as may be reasonably required

Key Qualities

  • Educated to degree level or equivalent
  • Experience of working in an administrative role in a busy office, and involvement in routines such as reception, answering the phone, filing and office systems
  • Experienced and competent in using IT, particularly MS Office, with an interest in developing its contribution to the organisation
  • Excellent interpersonal skills, able to deal with people from a variety of backgrounds, in person and on the telephone
  • Strong attention to detail, accurate with a methodical approach to work
  • Well-organised and able to prioritise and manage a varied workload and work to deadlines
  • Strong analytical skills and confident working with and using numbers and statistics
  • Hardworking, with a high standard of integrity and professionalism

*Or Equivalent

JOB TITLE: Graduate* Office Manager

JOB TYPE: Permanent

COMPANY TYPE: Non Profit Organisation

HOURS: 9:00am - 5:00pm

SALARY: up to £35,000

LOCATION: Embankment

CULTURE: Professional, friendly, committed to being a contributing presence in the world

BENEFITS: Friendly team! Progression! Generous holiday allowance, pension contribution, flexible benefits, large opportunities to gain skills within an incredibly friendly and professional environment

WOW FACTOR: Interesting and varied role with opportunities for progression and ability to manage all office operations for a small friendly team

NB: If this company and position appeals to you then please apply your CV on-line. Advertised by Office Angels, Holborn branch. Please note that due to a high volume of response Office Angels receive; only successful candidates will be contacted. For the purposes of the Regulations, please note that Office Angels in the provision of these services will be operating as a recruitment agency. Office Angels are an equal opportunities employer

Office Angels is acting as an Employment Agency in relation to this vacancy. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

Reference: 34829117

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