Office Coordinator - Oxford, United Kingdom - Restore Ltd

Restore Ltd

Verified Company

Oxford, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

This is an opportunity to use your first class organisational and administrative skills to play a key role as part of the support services team for a renowned and well-regarded charity.

Reporting to the Head of Finance and Administration and part of the support services team, you will be responsible for all aspects of running our busy office.

This role requires the ability to work independently and as a member of a team. Knowledge and experience within a finance function and experience of working in a volunteering setting are desirable.

We are looking for an expert administrator and coordinator who is able to balance conflicting priorities and who has excellent interpersonal and communication skills.

If you have the passion to work in a leading community charity, we would love to hear from you.

You will be offered job training and learn about our inspiring charity from the very heart. This post requires a motivated, committed and highly organised person to work alongside Restore staff, volunteers and stakeholders. The usual place of work is Restore's office at Manzil Way, Oxford

Key responsibilities

Office administration

Volunteers: Training and supervising a small team of volunteers in support services for both reception and finance tasks
Reception: Ensuring that reception is staffed during office hours Monday-Friday , including at times when no volunteers are present. This includes receiving incoming calls, taking messages and transferring calls as appropriate.
Security: Ensuring that all staff and volunteers in support services are following the correct procedures for visitors. Ensuring security procedures for access to cash and keys are communicated and followed,
Health and safety: Checking that access routes to all our buildings at Manzil Way are safe and clear of hazards including ice and snow. Completing safety tests such as weekly fire alarm tests, fire drills and water temperature checks. Carrying out fire marshal duties and ensuring that there is a fire marshal present during office hours.
Maintenance: reporting faults to the facilities coordinator and following up where needed.
Room bookings and parking: taking room bookings and preparing the meeting rooms and managing any parking spaces needed

Events:
Arranging "all staff" events e.g.
Christmas parties, including room bookings, IT and catering.

Finance administration

Shop takings: assisting the Senior Finance Administrator and volunteers in the processing of shop and café takings, including posting on Sage.
Petty cash: covering the provision of petty cash and issuing staff and members' expenses in the Senior Administrator's absence.
Banking: Deputising for the head of finance and administration in making bank payments including invoices, card payments, salaries and expenses, checking bank reconciliations and answering queries from other departments.

General Assistance

Orders: making orders for supplies for Restore's services
Post: distributing incoming post, franking external mail and taking it to the Post Office.
Supplies and equipment: Ensuring that stationery and other supplies are maintained, and basic equipment such as the photocopier and franking machine are in working order.
IT: Help with fixing simple IT problems such as password resets and setting up equipment for meetings and training events
Any other duties as requested

Person Specification
An understanding of the mental health sector, a commitment to the organisation and empathy with service users are vital. Restore needs people who have the ability to cope with limited resources, seize opportunities and think creatively. Awareness of the stigma and other issues surrounding mental illness is important as is the ability to remain impartial.

Essential Requirements

Experience of office or facilities administration
Good interpersonal skills and able to deal effectively, cheerfully and empathetically with members, staff, volunteers and the public both face to face and on the telephone
Knowledge of Google docs and Microsoft packages
Numerate with an eye for detail
Well organised and the ability to work to deadlines
Flexible approach to working with a variety of tasks
A creative approach to problem solving.
A reliable time keeper.
A selfstarter who can work both independently and collaboratively.
Willingness to develop and learn new skills

Desirable Requirements

Knowledge of mental health issues.
Experience of working in the voluntary sector.
Experience of working with people with mental health problems.
Experience of accounting and banking software.

Supplementary Information:

DBS Check:

A criminal record is not necessarily a bar to employment.
**Closing date Wednesday 1st March, Interviews will take part on Thursday 2nd March