Title: Office Manager
Responsible to: Director
Responsible for: Small team of volunteers
Hours: 28 hrs per week (with possibility of extension)
Contract: One-year contract (with possibility of extension)
Salary: £26,200 - £28,000 per annum pro rata, depending on experience
Location: Latin American House and remotely as required
Main Purpose of the role:
- To oversee the smooth running of the Latin American House (LAH) office, its maintenance and servicing, ensuring compliance with health and safety regulations.
- To support the development of the charity’s administrative, communication, finance and IT procedures and systems.
- To contribute to a better and more agile service delivery, streamlined internal and external operations and a professional working environment overall.
- To ensure that everyone reaching out to Latin American House (LAH) is made to feel welcome and receives appropriate information about LAH’s and other services.
- To contribute to diversify and increase income sources through maximising the hiring of our spaces and promoting our activities and services.
- To contribute to and maintain robust financial processes and systems.
- To assist in reaching more members of our community.
- To become the H&S lead and to manage other operational aspects of the building.
- To support and supervise admin and front office volunteers.
You will be a pivotal person at Latin American House and will be able to work autonomously. This position will suit a flexible and proactive team player with the ability and drive to support the overall development of the Charity - helping us to continue sporting our communities as we have done for 37 years. The key areas for which you will be responsible are:
1. Day to day office management, being the main contact with LAH clients, contractors, licensees, some volunteers, suppliers and visitors
- Be responsible for the front of house, facilities and IT services, including health and safety and fire safety checks, dealing with a wide range of LAH stakeholders.
- Support the creation of an office outlay suitable for post Covid-19.
- Contribute to the management of our office facilities, ensuring a safe and effective working environment and the development of a building maintenance schedule.
- Coordinate and maximise the utilisation of our spaces by third parties, managing bookings, liaising with tenants, and ensuring facilities are resourced and welcoming.
- Sourcing and supervising contractors at the best value for money.
2. Administrative support of the Director and team
- Coordinate, develop and support ways of working to promote team cohesion and efficient, joined up working between colleagues with different functions.
- Contribute to any reasonable duties as requested by the Director to support delivery of the organisation’s mission, aims and objectives.
- Work with and support frontline and other volunteers, including those helping at reception and with the Adult Education and Employability project, i.e. English classes
- Monitor income generation levels from space hire, communications reach and quality and value for money of LAH’s suppliers of goods and services.
- Redirect enquiries to relevant staff and external sources of help and support.
- Support organising and coordination of annual Away Days.
3. Effective working of the administrative functions and IT systems, including communications and data protection.
- Maintain an overview of databases, G drive, IT infrastructure and phone system, in liaison with external service suppliers to support effective organisational working.
- Review, maintain and develop the administrative procedures, including current filing processes or implementing a CRM system.
- Contribute to compliance with the GDPR Act (2018).
4. Streamline communications and monitoring to contribute to the charity’s organisational goals
- Ensure ease of access of internal documents and information through the GDrive or the implementation of a new system.
- Ensure ease of access of external communications, i.e. through online forms for enrolling in our activities, classes and events, and through other tools.
- Contribute to marketing our activities and update the organisation’s website, taking an active role in our social media channels and ensuring message consistency.
- Coordinate and send LAH’s monthly newsletter with input from our different services, increasing our audience and monitoring its reach.
- Contribute to maintain and develop systems to monitor activities and services and for reporting on these.
5. Income generation through regular and one-off office space and classrooms/ hall hire
- Actively advertise, coordinate and maximise the use of our spaces for hire through regular and ad hoc hire in order to generate income.
- Liaise with existing and new licensees, managing relevant documentation such as hire contracts, insurance and licensee agreements.
- Take an active role in supporting the logistics of some events, working with other colleagues.
- Streamline financial procedures and systems, for example payments, working with the Finance Officer and coordinating with her/ him across the team.
- Process some payments; log invoices and ensure authorisation prior to payment; checking expense claims and ensuring financial procedures are followed.
- At least two years experience as administrator or office manager, directly working with the public in person, via email and telephone, preferably in the charity sector.
- Working knowledge of bookkeeping or as a finance assistant, preferably using Xero.
- Experience of coordinating and managing administrative systems.
- Able to work autonomously.
- Social media communications, website management and content management systems, i.e. Wordpress or Joomla.
- Event organisation and planning.
- Experience in supervising volunteers.
- Working knowledge of building upkeep and general maintenance, with understanding of risk management.
- Experience in the voluntary and community sector, ideally with Latin Americans.
- Bilingual English-Spanish speaker, or Portuguese-English speaker with advanced Spanish language skills.
- Highly literate and numerate, including G Suite, IT, Mailchimp, social media, web editing and other online tools.
- Ability to develop an effective and efficient office environment, including systems for the administrative needs of different functions.
- Excellent customer service as well as communication and interpersonal skills.
- Ability to prioritise work.
- Excellent attention to detail and organisational skills.
- Ability and willingness to learn and apply new skills quickly.
- Clear understanding of confidentiality and GDPR
- Working knowledge of bookkeeping, database management, spreadsheets and word processing
- Knowledge of H&S and safeguarding issues in voluntary and community premises
- Working knowledge of charity law.
- Project Management Experience.
- Experience managing a database or coordinating a CRM system.
- An academic or vocational qualification in administration or equivalent is prefered
- Formal training in office management and/or administration are desirable.
- Commitment, Values and Motivation
- Strong commitment to the mission and values of Latin American House.
- Proactive and able to confidently take initiative and make appropriate decisions.
- Approachable, with the ability to build effective relationships with diverse. individuals and organisations and excellent customer service skills.
- Able to multitask, adaptable, emotionally intelligent and resilient.
- Willingness to work flexibly as the post may require some work on evenings or weekends.
- Autonomous and proactive, can do attitude and able to work as part of a team.
- Good negotiating skills.
About Latin American House
We work for the integration, social inclusion and wellbeing of Latin American and other Spanish and Portuguese-speaking migrants, as well as other communities in our local neighbourhood. Our aims are to improve their lives, to provide a local Community Centre and to promote the rich diversity of Latin American cultures. We are expanding our organisation and diversifying our income streams in order to provide a better and more comprehensive service to our beneficiaries. We are a registered charity and a company limited by guarantee.
Our services include:
• Legal and Social Welfare Advice, providing specialist advice on immigration, as well as general information on benefits and employment. In 2019 we also started a EU Settlement Scheme project to support disadvantaged and at-risk Latin Americans and their families.
• Children’s Education, which currently consists of our bilingual Menchú Nursery and the Spanish Saturday School for children from 5 to 11 years old.
• Adult Community Learning, in partnership with local authorities, colleges and recognised education organisations, as well as our own volunteers. We provide practical adult education for Latin Americans and local residents.
• Community Centre, LAH is a well-established centre where people can come for activities, information and orientation.
• Culture - promoting and showcasing Latin American cultures, for people of all ages and backgrounds. From 2019 there is a dedicated culture coordinator.
The last three years have been of expansion and growth and we have had an increasing number of beneficiaries, clients and visitors reaching our organisation.