Part-Time (8hrs/wk)
Thursday (in the office)
Potential for it to be a hybrid role (office/home)
£14/hr (room for negotiation based on experience/skillset)

This unique role will require your expertise in supporting a busy charity through excellent organisation, communication and financial skills. You will enter have the ability to build great relationships with a diverse range of staff, trustees and funders. As a small charity the ability to jump in and support the team is important as is the ability to problem solve.
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The Office and Facilities coordinator role is diverse but will specifically include:

• Finance – with guidance from the Treasurer and Finance committee

• Undertake all financial transactions: issue invoices, pay invoices, pay staff expenses, oversee bank transactions, and allocate expenses accordingly

• Liaise with managers and payroll services to finalise payroll and pension contributions on a monthly basis

• Work with grant fundraiser and managers to produce budgets for project/consultation bids

• Support treasurer and finance committee to prepare annual budget and accounts

• In conjunction with the Treasurer, prepare files for the annual audit.
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Facilities – ensure the building is fit for purpose by

• Organising regular servicing of equipment including the lift

• Ensuring the building is maintained at as high a standard as possible

• Ensuring the charity meets all health and safety and fire regulations.
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HR

• Have a good understanding of working policies and procedures to support management including safeguarding, recruitment and retention, health and safety, and confidentiality

• Supporting management in adhering to all mandatory or regulatory requirements

• To support management with recruitment planning and advertising, policies and procedures

• Assist in the preparation of staff contracts

• Maintain staff data bases and records to ensure compliance with charity and mandatory requirements.
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General Administration

• Be a positive first point of contact for organisation, including handling and co-ordination of emails, calls and enquires

• Maintain effective records and filing systems

• Maintain working levels of essential supplies, sourcing and purchasing for example, office stationery,  cleaning materials and equipment

• Ensure all staff are aware of location of resources and encourage efficient, tidy practice

• Work with the Community and Marketing Officer to ensure that all reports, marketing materials, correspondence, administration leaflets and such. are correctly branded before external release

• Assist wherever possible in any fund-raising events

• Provide a report on a regular basis to the Trustees.
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Based in the lovely Mote Park in Maidstone, we offer flexible hours and are happy to discuss working patterns with candidates either in advance or at interview. However, we do anticipate the successful candidate will work in the office for at least one day a week.
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Person Specification – Office Manager

Essential Experience

• Sound knowledge of office administrative systems

• Sound knowledge of financial processes

• Gravitas, confidence and credibility to operate as first point of contact for the organisation

• Ability to problem solve in a calm, logical manner

• Experience of high-level communication with a range of external individuals and organisations

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Desirable

• Experience of supporting staff

• Proven financial management, including responsibility for budgets

• Experience of working with a Senior Leadership Team and of formulating and delivering strategic objectives and policies

• Experience of proofreading

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  Skills

• Strong inter-personal skills

• Excellent communication skills, both written and oral

• Excellent organisational skills

• Ability to problem solve

• Ability to work unsupervised

• Ability to be self-motivated, to set priorities and measure progress

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SUMMARY TERMS AND CONDITIONS OF EMPLOYMENT

• Hours: We would support flexible working for this post

• Salary:.

• Annual leave:.

• Pension: A contributory pension is in place.

• Probation period: 3 months.

• Sick pay:

• Location:.

• Duration: This is a permanent contract.

• Reports to: Board of Trustees and Senior management

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Maidstone Mencap Charitable trust is an equal opportunities employer.  All applicants are treated equally and fairly throughout the recruitment and selection process.