Reports to: Head of Operations and Development
Responsible to: Chief Executive Officer
Base: Unit 1, Whitegates, BT35 6UA
Hours: 30–37.5 hours per week (negotiable)
Contract: Fixed-term (Maternity cover – Minimum 12 months)
- Pension: 6% employer contribution (subject to conditions)
- Annual Leave: 25 days per annum + 11 statutory holidays (pro-rata)
- Health Care: AXA Business Care (subject to conditions)
To apply for this role please email completed application forms to allison@bolstercommunity.org by 12pm Noon on Friday 6th February 2026
Application forms can be downloaded at Community NI using the following link: https://www.communityni.org/job/office-manager-fixed-term-maternity-cover-minimum-12-months
Purpose of Role
The Office Manager will play a pivotal role in ensuring the smooth and effective running of Bolster Community, working closely with trustees, staff, volunteers, suppliers, clients, and external stakeholders. As a senior member of the organisation, the post holder will independently manage their workload while being part of the senior management team, supervising and supporting the administration team and overseeing the office’s day-to-day operations, including health and safety, administrative, governance, and managerial responsibilities. The role spans a wide range of tasks, from routine administration to complex projects, all carried out with skill and diligence, and contributes directly to the effective delivery of services to the community, making it a diverse, rewarding, and central role in Bolster Community’s impact.
Main Duties and Responsibilities
1. IT and Technology
- Manage the organisational CRM system, ensuring compliance with data protection, charity, and fundraising legislation.
- Support staff with IT queries, equipment, and training.
- Act as first point of contact with IT and telephone providers.
- Manage the Bolster Community website, ensuring content is accurate and up to date.
- Maintain the asset register and ensure equipment is maintained, renewed, and managed within budget.
2. Governance and Secretariat
- Create and maintain the organisational diary, including board, committee, and team meetings/events.
- Circulate papers, agendas, and minutes in a timely manner; attend meetings and take notes to support Chairs.
- Act as Executive Assistant to senior managers, ensuring actions from meetings are followed up.
- Support submissions to Companies House, Charity Commission, and Information Commissioner to ensure statutory compliance, including GDPR.
- Assist trustees and senior managers with quality assurance and accreditation processes.
- Oversee contractual monitoring and reporting requirements.
3. Administration and Finance
- Review and maintain office systems, including document storage, internal communications, and back-office tasks.
- Provide reports and statistics as required.
- Oversee financial transactions with the finance administrator and accounts department to ensure compliance with procedures.
4. HR / Management
- Supervise the admin team, including managing leave, sickness, and performance.
- Support recruitment processes: producing job descriptions, person specifications, advertisements, arranging interviews, and requesting references, including Access NI checks.
5. Premises and Facilities
- Manage premises to ensure a clean, safe, and productive working environment.
- Liaise with landlords, facilities managers, and utility providers.
- Conduct regular health and safety inspections and implement necessary adjustments.
6. Professional Development
- Keep up to date with Bolster Community’s policies, procedures, and guidelines.
- Attend supervision sessions, team meetings, and project meetings as appropriate.
7. Other Duties
- Undertake work outside normal hours when required.
- Carry out any additional tasks within the post’s scope to support service delivery and development.
- Uphold the aims and policies of Bolster Community.
- Liaise professionally with external organisations to share and act on relevant information.
This job description is neither exhaustive nor exclusive and may be reviewed according to operational requirements and staffing levels.
- Ability to work flexibly in order to meet the needs of the role, including evening and weekend hours when necessary
- A minimum of BSc in Business Technology, Business Studies, Management or HND Level 5 Higher National Diploma in Business or equivalentorat least three years’ experience in a similar role with staff and budget management responsibilities.
- Strong IT and digital skills, including website/CRM management, data handling, digital communications, and problem-solving (e.g., PowerPoint, Mailchimp, Canva, videoconferencing, shared drives).
- Experience in administration of financial procedures and budgets.
- Excellent leadership, project, and workload management skills, including supervising and motivating staff, planning and organising tasks, and delivering projects successfully.
- Excellent interpersonal, oral, and written communication skills, including senior and board-level engagement.
- Full driving license and access to reliable transport.
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