Office Manager - Part Time

Office Manager - Part Time
Reference: APR20235306
Location: Edinburgh
Salary: £26,379.00 - £28,319.00 Pro Rata
Benefits: Pension Scheme, Life Assurance Scheme, 26 days' Annual Leave (pro rata)
Duration: 2 years

This is a Fixed-Term, Part Time contract for 20 months, for 30 hours per week. The RSPB reserves the right to extend or make this role permanent without further advertising dependent on business needs at the end of the contract term.

A vacancy for a part-time (30 hours per week, flexible) Office Manager has arisen at our RSPB Scotland HQ in Edinburgh on an 20-month contract. This opportunity arises at a time of change for both the office and staff, as we move to remote ways of working and make plans to look for an alternative, smaller office provision that meets current occupancy.

The successful candidate will undertake this role which has two aspects:

• Work with the project team to implement a change in our office provision, most likely an office downsize and move during 2025
• Update asset registers for equipment so that decisions can be made about equipment required in future arrangements
• Implement MS Teams Calling instead of our desk-based telephony system
• Undertake a paperwork/filing review and put plans in place for digitisation
• Be the key point of contact for suppliers involved with any office move in order it is undertaken efficiently and according to our procedures
• Undertake other duties required to physically move our office provision from one arrangement to another.
• In the meantime manage the current office and facilities in line with risk assessments and environmental standards
• Respond to maintenance needs ensure the building is compliant with relevant legislation and tenancy agreements and that RSPB receives value for money
• Manage the buildings maintenance budget to ensure all services are provided in a cost-effective way (including gas, electricity and water) and that all legally required paperwork is up to date
• Ensure that the office operates in accordance with RSPB’s environmental procedures and ensure that the "Green Dragon" accreditation is maintained and improved upon
• Provide a professional service is provided to staff, volunteers and visitors to the office
• In some cases, provide admin support to the Head of Fundraising & Communications
• Manage our small fleet of vehicles
• Manage a small team of admin staff, the cleaner and volunteers as required
• Liaise with other tenants and suppliers as needed.

What we need from you:

We are seeking a candidate who has experience of managing an office or who wants to develop into a facilities role and has the ability to learn quickly. You will be well organised with excellent communication skills. You will approach the task with a logical approach bringing order, calm and organisation to the working environment as well as being a good line manager. Organisational skills will be used to ensure that all records, some of which are legally required, are kept up-to-date and that the resources required by colleagues, such as stationery, fleet vehicles, printing and postage are readily available to them.

Essential skills, knowledge and experience:

• Good level of literacy and communication
• Knowledge of Microsoft Office applications (especially Outlook, Word, Excel and PowerPoint), plus the ability to impart this knowledge on to others
• Knowledge of budget management and working with suppliers
• Ability to develop creative solutions to problems
• Able to deliver high level of customer service
• Ability to use own initiative but also be a key player in a project team
• Experience of organising administrative support and rotas
• Full, manual driving licence that is valid in the UK (for fleet vehicle management).

Desirable skills, knowledge and experience:

• Knowledge of office or facilities management
• Able to deal with confidential and sensitive information appropriately
• Experience in an office manager, facilities manager, or senior administrative role/similar
• Ability to organise and prioritise to meet objectives.

Closing date: 23:59, Thu, 23rd May 2024

We are looking to conduct interviews for this position on 31 May 2024.

Interested?

If you would like to apply and find out more about this position, please click the apply button to be directed to our website.

As part of this application you will be asked to provide a copy of your CV and complete a short form. If you wish to provide a cover letter with your application, please include this at the end of your CV document upload.

This role will require completion of a PVG in addition to the standard pre-employment checks.

We are committed to developing an inclusive and diverse RSPB, in which everyone feels supported, valued, and able to be their full selves. To achieve our vision of creating a world richer in nature, we need more people, and more diverse people, on nature’s side. People of colour and disabled people are currently underrepresented across the environment, climate, sustainability, and conservation sector. If you identify as a person of colour and/or disabled, we are particularly interested in receiving your application. Contact us to discuss any additional support you may need to complete your application.

The RSPB is an equal opportunities employer. This role is covered by the Rehabilitation of Offenders Act 1974.

This role is not eligible for UK Visa Sponsorship - the successful applicant will need to have a pre-existing Right to Work in the UK in order to be offered an employment contract.

No agencies please.