Job title: Office Manager

Hours: Full time, 37 hours per week We will consider a minimum of 30 hours per week for the right candidate.

Starting Salary: £26,051 FTE

Accountable to: Head of Resources

Base: Manvers Street, Bath, BA1

Contract: Permanent

Who we are

Off the Record Bath & North East Somerset (OTR) is a mental health and wellbeing charity that gives local young people a safe space to be heard and be themselves. We provide a range of free services for young people, including counselling, listening support, youth participation, advocacy, support for care leavers and a LGBTQ+ focused youth group.

You’ll be joining us at an exciting time as we mark our 30th anniversary with our Young Futures appeal, helping us to reach more young people from under-represented communities.

Equity, diversity, and inclusion are at the heart of what we value as an organisation. OTR is committed to equal employment opportunities regardless of race, age, religion, sex, sexual orientation, disability or any other status protected by law.

Purpose of the role

The Office Manager role is critical to our organisation and to helping us deliver our much-needed services to young people in BaNES. You will have day-to-day responsibility for managing our Bath office and administering our core functions of Finance, Human Resources and Health and Safety. You’ll be supported in achieving success by a friendly team, including regular 1:1’s with your Line Manager.

Your attributes

We are looking for a confident and proactive self-starter who is able to prioritise their workload and

deliver tasks with excellent attention to detail. Your enthusiasm and personality are as important to us as your experience to date. If you can’t tick off every point in the job description below but feel you have the right transferable skills to succeed in the post, please do still apply.

If you would like an informal, confidential conversation about the role before applying, please email

office@offtherecord-banes.co.uk to arrange a time for a chat with our Head of Resources.

Your experience

Office duties

As the key central contact for enabling our team, you’ll look after our Bath office and also assist team, members who work in other locations to easily undertake their roles, with particular responsibility for:

 Maintaining the general OTR email inbox, triaging as needed

 Organising any maintenance of the OTR Bath office

 Ensuring we are appropriately covered by various insurance policies

 Managing contracts for tenancies, utilities and office equipment

 Answering the phone and admitting clients for appointments (this is a shared responsibility across

all staff)

 Providing support to OTR Listening Services in relation to referrals, bookings and enquiries

 Working with our outsourced IT support company to have oversight and responsibility for OTR

hardware, including maintaining the OTR asset register

 Holding Administrator rights for our Microsoft 365 suite, with oversight of licences, email groups

and team SharePoint sites

 Making simple updates to our website

Finance administration

Ideally you will have bookkeeping experience that makes you confident processing finances across OTR, inclusive of invoicing, banking, petty cash (managed via pre-paid cards), payroll and administration of our QuickBooks online software.

It will also include raising invoices, recording income, reconciling our bank account, paying suppliers, maintaining records and, with our payroll provider, co-ordinating monthly payroll and payment of salaries.

HR

We have a team of around 40 paid staff and 20 volunteers. To support our team, you will have experience of, or transferable skills that will enable you to:

 Maintain and audit personnel records and files for all staff and volunteers.

 Maintain or create relevant monitoring systems for staff information.

 Complete DBS checks and onboard new team members, including Health & Safety protocols.

 Complete the administrative aspects of recruiting new staff, including advertising, creating

contracts, arranging interviews and checking references.

 Hold and maintain the ‘single central record’ for staff and volunteers, required for safeguarding

compliance.

Other organisation-wide expectations (applicable to all staff)

 Participate in the day-to-day work of the organisation – such as reporting, attending team and other meetings as required, and taking a flexible approach to general administrative and support tasks

 Be an ambassador for OTR, actively promoting our vision and work

 Ensure the effective implementation of the organisation’s policies and overall organisational objectives, including Health & Safety policies and procedures, taking responsibility for their own personal health, safety and welfare in the workplace.

 Following safeguarding policies and procedures in all aspects of the work with children and young people.

 Actively promoting good equal opportunities practices across all aspects of work, and taking positive steps to counter discrimination however and wherever it occurs.

 Participate constructively in supervision and staff development opportunities including training and team building initiatives.

 Contribute to co-operative working across all the services within OTR.

 Promote and enable active involvement of young people in planning, improving and making decisions about OTR services.

 Ensure effective and accessible communication with staff, service users and the general public.

 Contribute to maintaining and developing effective professional relationships both internally and with outside agencies.

 Undertake any other reasonable duties consistent with the skills and duties needed for this role, as

required.

Working pattern and location

This is an on-site role based at our office in central Bath, which is very close to Bath Spa train station and Bath central bus station.

If full-time working is not an option for you, we are happy to discuss requests for contracts between 30 and 37 hours per week at the interview stage.

How to apply

If you’re ready to proceed, we would love to hear from you. Please visit our website www.offtherecord-banes.co.uk/work-for-us to download the application form, and send the completed version, together with our Equal Opportunities monitoring form, to office@offtherecord-banes.co.uk.

The closing date for applications is Tuesday 2nd January 2024 at midnight. Interviews will take place in Bath on Thursday 11th January 2024.

Terms and Conditions

 Contract: Permanent (after a six-month probation period)

 Paid leave entitlement: 25 days plus 2 discretionary days and all English public holidays, plus up to 5 extra days to recognise continuous service. This entitlement is pro-rated for part-time employees.

 Two days’ paid volunteering leave to enable you to support causes that matter to you (FTE)

 Pension scheme

 Death-in-service benefit

 Training and development opportunities for all our staff

Appointments will be subject to satisfactory references and an Enhanced level Criminal Records Bureau check.

This job description is a general outline of the job duties and responsibilities and may be amended as OTR develops. The post holder maybe required to undertake other additional duties as may be reasonably required from time to time.

Click here to view the Job Description and Person Specification