Business Support & Office Manager

Rugby Based – working in the office £32-35k 37.5 hours per week Monday to Friday Must be able to travel abroad over the Easter period – 2 weeks

Our client a very worth while children’s charity in Rugby is seeking a forward thinking, proactive individual who will be responsible for the day-to-day management, coordination and administration of key organisational areas including Human Resources (HR), Information Technology (IT), Governance, and Office Management in its broadest sense.

Main tasks:

Business Support and Operational Management

• Oversee the effective day-to-day running of the business
• Act as a central coordination point for HR, IT, governance and office services
• Support the COO in implementing operational plans and organisational priorities
• Identify and implement improvements to systems, processes and ways of working

HR

• Manage HR administration processes including recruitment, onboarding, contracts and record-keeping
• Ensure HR policies are up to date, compliant with legislation and effectively implemented
• Act as first point of contact for HR queries and provide guidance to managers and staff
• Support performance management, training and staff wellbeing initiatives

IT

• Oversee the administration and coordination of IT systems and services
• Liaise with external IT providers to ensure reliable and secure infrastructure
• Ensure staff have appropriate access to systems and receive necessary support
• Promote effective and secure use of digital tools across the organisation

Governance and Compliance

• Support governance processes including Board and committee administration, including minute taking and admin for the Trustees and Senior Leadership Team
• Collating papers and maintaining records
• Ensure organisational policies and procedures are documented, maintained and adhered to
• Monitor compliance with legal, regulatory and best practice standards, supporting the designated Company Secretary

Office Management

• Ensure the efficient and professional running of the office environment (physical and virtual)
• Oversee facilities, equipment, supplies and service contracts
• Maintain a safe, compliant and welcoming workplace
• Support the coordination of meetings, events and internal communications, including outside core business hours

General Support

• Provide high-level administrative and operational support to the Senior Leadership Team
• Assist with organisational planning, reporting and monitoring of key activities
• Take on projects and additional responsibilities as required – ie co-ordination of volunteers on their Easter event

Person Specification

• Excellent communication skills (written and verbal), including proficient understanding of all social media platforms
• Strong organisational and administrative skills with attention to detail
• Experience across business support functions such as HR, IT coordination, governance or office management
• Flexibility to work occasional evenings and weekend to meet the needs of our volunteers
• Able to multitask and work to tight deadlines
• High level of integrity, discretion and professionalism
• Strong interpersonal skills
• Proactive and solution-focused approach
• The ability to travel to Lourdes for two weeks each Easter to deliver the largest annual event for the charity
• Excellent leadership, communication, and interpersonal skills

Desirable

• Experience working in the charity or not-for-profit sector
• Experience working in cross-cultural environments.

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