LOCATION: Bristol & South Gloucestershire

JOB TITLE: Full-time, Office Manager and Assistant to CEO

REPORTS TO: CEO/MD/Service Manager

SALARY: £26,500 per annum, after 3 months on successful probationary period rise to £30K per annum          

CONTRACT TYPE: Rolling contract dependent on funding.

WORKING HOURS: 37.5 hours per week, Monday to Friday 9 am – 5 pm (*with occasional evening and weekend working).

Purpose of the role:

Managing of the office administration and reception

  • Managing the reception and general office administrative functions for the Charity, ensuring that all reception and general office administration tasks are carried out accurately and in a timely manner, and supporting the rest of the team and trustees.
  • Managing all reception duties (mail management; point of contact for telephone; greeting and assisting visitors; diary management and coordination of room booking, managing the [email protected] and other Opoka’s @email in boxes etc..).
  • Ordering stationery for everyone at OPOKA, organising recycling of old cartridges, organising shredding and general archive maintenance.

Assistant to the CEO, provide administrative and project support to the CEO:

  • Support the CEO with administration and projects principal tasks and responsibilities.
  • Co-ordination and support the management team and trustees to make effective and efficient use of their time and resources, including helping with reports and presentations, co-ordinating the operational set-up for meetings and training.
  • Governance and compliance, assisting with servicing of Board and Committee meetings and the Annual General Meeting; including supporting the induction, training, and development of trustees.
  • Secretarial tasks (setting Board meetings, sending out agendas, taking minutes). Helping to ensure compliance with the law including the Data Protection Act, HR policies, the maintenance of the trustee handbook, insurance etc.

HR:

  • Maintain You Manage HR system, updating staff handbook and records, advising on leave and sick leave.
  • Support with the organising of staff events, and recruitment campaigns for new staff.
  • Organising email addresses and log ins, handing out induction check list and right to work check, collecting conflict of interest forms, facilitating DBS checks.

 

IT and office equipment:

  • Ensure the efficient running of the IT and other systems, liaising with IT users, our outsourced IT service provider, other contractors, and suppliers when needed, and arranging servicing of office equipment when required.

 

Across team administration:

  • Assist with the day-to-day operational administration of the Opoka supporting accommodation and property management service.
  • Office-based staff and staff working in the supporting accommodation administering relevant application processes.

 

Opoka’s residents and office visitors:

  • Supporting Manager/Team Leader, or the Supervisor by helping respond to queries from residents of the OAZA HOUSE and Opoka office visitors where appropriate.

 

Tasks:

  • Support prospect research to help with fundraising.
  • Analyse data and prepare monthly performance reports.
  • Help to prepare reports for funders.
  • Help with team and office organisation and administration.
  • Help to organise venues for client meetings.
  • Help to team expenditure.
  • Work with volunteers, suppliers, funders, and the Opoka clients.
  • To lead on the delivery of communications, engagement, and consultation, incorporating internal and external channels, which meets the needs of key stakeholders and achieves organisational objectives through a range of reactive and planned opportunities in print, media, events, awards and online.
  • To lead in planning, developing, and implementing a campaigns programme within Chrysalis/ Opoka service and provide materials which support key organisational priorities and raise awareness of the Opoka as well as to manage media enquiries and seek opportunities for positive public relations.
  • To lead the digital content for the Opoka social media across a number of channels.
  • To lead the internal communications and staff engagement for Opoka across its internal channels.
  • To provide professional support to Opoka Service Manager on matters relating to internal and external communications.

 

 

Main duties:

  • Excellent communication skills, including the ability to deal diplomatically, confidently, and effectively with external contacts from a range of cultures in person, in writing and on the telephone.
  • Excellent organisational and administrative skills. Able to prioritise work, meet deadlines and respond flexibly to rapidly changing priorities.
  • Strong analytical and research skills with the ability to present data and prepare reports effectively.
  • Excellent attention to detail, and the ability to work speedily and accurately under pressure.
  • To pro-actively contribute to evidence-based communication campaigns and activities which fully support the organisation in delivering its key priorities and enhances and protects its reputation, while seeking opportunities to collaborate with partners on joint campaign initiatives.
  • To lead on proactive publicity campaigns via a range of media channels. Including evaluating communication projects and strategies to ensure value for money and delivery within timescale.
  • To support the delivery of a quality media and public relations service, promoting a pro-active image of the of the Opoka service and the Opoka service manager priorities and plans.
  • To identify and generate opportunities to generate awareness and understanding of the Opoka work and role both internally and externally.
  • To produce social media posts and managing media contacts.
  • Establish and maintain excellent ethical relationships with local and national media (print, online, TV’s and radio) to promote the Opoka service work.
  • To be responsible for accurate content and images of the Opoka Service electronic and social media channels. Planning, researching, and writing content for the electronic communications in an interesting and appealing manner.
  • To liaise with other organisations on events, community days, joint publicity campaigns and press releases.
  • To lead on Opoka engagement activities including fundraising, and community events.  Planning, organising, budgeting, and communicating internally, externally and via a range of channels including digital.
  • To lead the delivery of digital communications, including writing, digital photography, and video, developing an effective social media presence, and increasing community and stakeholder engagement.
  • To have responsibility for some core publications including the production of newsletters.
  • To support the delivery of the Opoka projects, prioritising the Opoka Business Plan.
  • To take part in an on-call rota for covering weekend out of hours media monitoring (*only if needed).
  • The job holder will ensure that the image of the Opoka service is effectively presented, and the brand protected.
  • Continually strive for value for money and greater efficiency.
  • Responsible for ensuring that information provided to the press and the public complies with legislation and the Opoka policies and practices.
  • Ensure you perform all duties in accordance with the principles and requirements of Data Protection legislation.

 

Other duties:

 

  • The above is only an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager or CEO.
  • The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Opoka service.

 Person Specification Office Manager and Administrative Asistant to CEO.pdf

*** This Job Description contains only the main duties and responsibilities for this post and does not describe in detail all the duties required to carry them out.

How to apply: 

CV and cover letter should be sent to: [email protected] 

Closing date:12 noon on Tuesday the 12th of July 2022