Office Manager

Cathedral Road
up to £16,000 + benefits
09 Jul 2018
06 Aug 2018
Contract Type
Part Time

Job Description: Office Manager

Reporting to: Managing Director, Green Business Centre

Place of work: Green Business Centre, 22 Cathedral Road, Cardiff 

Salary: £14,400 to £16,000 (£22,500 to £25,000 FTE) 

Hours of work: 24 hours per week (Monday to Friday). Work pattern is negotiable 

About Green Business Centre

Green Business Centre offers an extensive range of environmental solutions and services to enable companies to reduce consumption and costs, whilst improving the efficiency and sustainability of their organisation.

We pride ourselves on our caring attitude towards out employees and offer a number of benefits including competitive salaries packages, flexible working patterns and Cycle to Work Scheme.

Main purpose of job

Working closely with the Managing Director and staff, the Office Manager will play a key role in the financial and office management of the of the company.  Areas include financial planning and management, budget management, implementation and roll out of training courses delivered by Green Business Centre are key areas.   

Main tasks:

Office Manager tasks

• Responsible for the financial management of the company finances, ensuring sufficient cashflow available to maintain the stability of the business

• Responsible for payment of monthly salaries and expenses

• Preparation of monthly debtor invoices 

• Manage and maintain the financial accountancy system

• Responsible for the monthly payment of all creditor and supplier invoices 

• Responsible for the preparation and submission of quarterly VAT returns

• Preparation of annual accounts for submission to accountant

• Administration of environmental audits, including booking of audits and completion of documentation 

• Administration and organisation of monthly team meetings, preparation of agendas, note taking and circulation of meeting minutes

• Administration and organisation of annual business planning days.  Review business plan on a quarterly basis

• Annual Review of all company polices and where required write new policies

• Undertake other general office tasks including staff record keeping, monitoring of annual leave and sickness absence, annual vehicle checks, eye tests, monthly ordering of office stationery 

• Undertake research on behalf of the Managing Director as and when required

Training course administration

• Working with the Managing Director and Environmental Trainer, plan annual training course programme over a rolling 12-month period

• Responsible for training course advertising via various forms of media

• Assist with website content/ design to attract future training opportunities

• Responsible for sourcing cost effective training venues 

• Responsible for budget management of training, ensuring effectiveness and profitability

• Responsible for all interaction with IEMA and NEBOSH regarding course administration. 

• Responsible for the preparation of all course administration including course confirmations, joining instructions, certificates and printing course material. 

• Collation of delegate training feedback ensuring appropriate action is taken

• Deal with any instances of malpractice or complaints relating to training courses

Other duties

• First point of contact for all general office enquiries 

• Support staff with the administration of their roles when required

• To work in a safe and efficient manner and be aware of the company’s Health & Safety policies and procedures

• To ensure all work is conducted to the highest possible professional standards in relation to the policies and procedures laid down by the Green Business Centre

• To be responsible for own personal development

Essential attributes

• Have at least 3 years office manager experience

• Financial management and budget experience

• Strong organisation skills

• Be flexible in approach to the needs and requirements of the business

• Ability to work in a professional manner with external and internal clients

• Excellent PC skills in Word, Excel, PowerPoint, Outlook

• Have experience of using customer relationship manager (CRM) systems

• Ability to utilise a diary management system such i.e. Outlook

• Ability to produce and manage spreadsheets and databases

• Understand the need for discretion within the office environment

• Excellent attention to detail

• Ability to work as part of a team 

• Ability to keep calm under pressure

Desirable attributes

• Have some Personal Assistant Experience

• Ability to transcribe meeting minutes  

• Have the ability to work on website content

• Be familiar with social media for business purposes e.g. LinkedIn, Twitter

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