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Belfast Activity Centre

Office Manager

Belfast Activity Centre

  • Belfast
  • See description
  • Temporary full-time
  • Updated 03/12/2017
  • Human Resources
this job is expired

Description

Responsible for the overall front office activities the post holder will also play a pivotal role in the daily operation of the centre to ensure the smooth running of activity, conference suite and residential bookings.

 

Post: Office Manager

Location: Belfast Activity Centre

Reports to: Senior Management Team BAC Board

Responsible to: BAC Board

Salary: BAC Pay Scale Grade 4

Duration: 9 Month Maternity Cover

MAIN PURPOSE  OF THE POST

Responsible for the overall front office activities the post holder will also play a pivotal role in the daily operation of the centre to ensure the smooth running of activity, conference suite  and residential bookings ensuring the centre delivers  a safe, fun and educational  experience  to all of our clients. The post holder will also be responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office  staff supervision  and task  delegation.

QUALIFICATIONS AND EXPERIENCE

Essential criteria

  • Hold a third level business related qualification or be able to demonstrate appropriate qualifications and or experience  at this level.
  • Hold a qualification in or be able to demonstrate 2 years' experience of managing staff
  • Be able to demonstrate computer literacy on a range of computer programmes  including  Word, Outlook, Excel, Sage, and PowerPoint.
  • Have experience working with clients similar to those the Centre works with and have developed  good leadership, training  and presentation skills.
  • Proven office management experience
  • Knowledge and experience  of human resources management  & accounting

Desirable criteria

  • A driving license entitling the holder to drive a  9-16 seat vehicle (D1 or D1E)
  • Possess an in-date professional First Aid Certificate
  • Experience of using book-keeping software
  • Experience  of working within the charity sector

DUTIES

  • Responsible for the management of the BAC & Ardaluin Residential  Centre diary  this involves key tasks such as inputting bookings accurately into our booking system Cinolla and liaising  with clients.
  • Organising events such as charity abseils, liaising with other charities, venues, allocating staff and working on the day to ensure the smooth running  on the event day.
  • Ensuring all bookings  are invoiced accurately  and paid on time (credit control)
  • Organising and planning activity programmes
  • Monitoring and maintaining  office supplies inventory
  • Preparation of payroll information for part-time staff, expense claims, petty cash, credit card control and working closely with the accounts clerk to ensure all payments  are made.
  • Allocating available  resources to enable successful task performance
  • Ensuring maintenance is carried out on buildings / equipment and vehicles as and when deemed necessary.
  • Answering telephone and email queries in a timely manner, handling customer inquiries and complaints
  • Attending Board meetings and prepare minutes, report to the  CEO,  centre  manager  and board  of directors on the centres performance  in terms of bookings.
  • To assist and implement changes to financial, operational and transactional systems where necessary.
  • Manage the maintenance of BAC premises  and assets
  • Ensure security, integrity  and confidentiality of data
  • Manage internal staff relations
  • Management  of staff holidays and TOIL
  • Ensuring  filing systems are maintained and current
  • Other duties associated with the post at the direction of the Centre Manager  and CEO

NB The duties and responsibilities outlined in this job description are not meant to be definitive or restrictive and will be modified to meet changing needs.

PERSON SPECIFICATION

Energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently  with little or no supervision. Well organised, flexible and enjoy the administrative challenges  of supporting  an office of diverse people.

Key Competencies

  • Communication skills
  • Problem analysis and assessment
  • Judgment  and problem solving
  • Decision making
  • Planning and organizing
  • Work and time management
  • Attention to detail and high level of accuracy
  • Delegation of authority  and responsibility where possible
  • Information  gathering and monitoring
  • Coaching skills
  • Initiative
  • Integrity
  • Adaptability
  • Teamwork  and collaboration

HOURS

The post holder will be required to work 36.25 hours over a ten session week. The centres' work pattern may include working Sundays and public holidays as well as some evening work. A Time Owed in Lieu (TOIL) system is operating for hours worked over the 36.25 by arrangement  with  their  line manager.

To Apply

Please forward your CV via the APPLY button below.

Closing date: Friday December 8th 2017

Ref: OM/11/17
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