United Kingdom of Great Britain and Northern Ireland: Office Manager

Purpose of Post:
During the initial 6 – 8 months, you will provide office management support with the priority of supporting our people to relocate and settle into a new office space, which we are currently searching for. Thereafter, you will provide day to day office and administration management services to the London office, and support country offices in setting up national standards. You will monitor, review and report on all office management related matters, including workplace health and safety.
War Child
Job Description & Person Specification
A) JOB SPECIFICATION
General Office Management
 Oversee the maintenance of the office, including mailing, purchases, supplies, equipment, stationary, repairs, cleaning and access
 Develop office policies and processes as necessary
 Organise and schedule relevant meetings
 Manage daily office operations and procedures
 Coordinate with IT department on all office equipment
 Provide general support to office visitors
 Maintain the office archive and inventories
 Plan and delegate office space in consultation with the affected staff, make recommendations and allocate office equipment as needed
Health and Safety
 Review and update regularly the Health and Safety policy and procedures
 Ensure that all incidents are appropriately documented, reported and filed
 Conduct regular risk assessments pertaining to facilities, including passive security measures in the country offices
 Liaise with insurances regarding compensation claims
 Arrange for safety inspections to be carried out, fire drills, alarms and fire extinguishers are correctly placed and maintained
 Actively promote and contribute towards the Wellbeing programme
People Management
 Coach and mentor the Business Apprentice, encourage and motivate ongoing learning and support the completion of the Apprenticeship program
 Ensure all tasks completed by the Apprentice are covered during absence
Finance
 Oversee and follow up procurement and invoices for office and HR related expenditure
 Manage contract and purchase negotiations with office vendors, service providers and the office lease
 Manage the office budget, ensure accurate and timely reporting
Internal and External relations
 Manage relationships with external stakeholders, including the landlord, recycling, couriers, insurances, suppliers etc.
 Manage internal relationships with our people and ensure everyone is aware of general office procedure, health and safety etc.
Travel
 Oversee the travel and accommodation booking completed by the Business Apprentice, and replace the Apprentice during absence
Other
 Support the country teams in the development, implementation and maintenance of office management standards and workplace health and safety
 Conduct occasional country visits to ensure we adhere to our ‘duty of care’
 Perform other duties to support the HR team, as requested by your line

Application process
 Application deadline is Monday 21 November 2016 and completed application forms must be sent to recruitment@warchild.org.uk or the War Child office by this date. Please note CVs will not be accepted.
 Due to limited resources, War Child HR will contact only the shortlisted candidates.
 Any offer made post the second interview will be conditional on receipt of 3 favourable written references, (from your most recent employer, any other previous employer and a character reference). War Child reserves the right to call the referees, in case clarification is required post the receipt of complete reference forms.
 The successful applicant will be expected to undergo a DBS Police check and/or international police check, a medical check for overseas travel purposes, be compliant and sign up to War Child’s Child Safeguarding Policy prior to a final offer being made.