Office Manager, Lavenham, Suffolk - JF1953

JOB DESCRIPTION

Job Title: Office Manager
Responsible to: The Director of the Society

About the Society:

The Society is a registered charity dedicated to protecting and enhancing the countryside, towns, villages and historic buildings of Suffolk. Based in Lavenham Suffolk, the small dedicated team supports the Society’s mission through advocacy and community engagement.

ROLE OVERVIEW:

The Office Manager has a proactive, pivotal role ensuring the efficient operation of the Society’s office, whilst reporting directly to the Director and the Trustees. This is a part-time role requiring 20 hours a week, over 3 days which will be agreed with the Director.
There will usually be 2-3 people in the office, so although not a large team this is not an isolated role.

KEY RESPONIBILITIES:

Office Administration:

• To oversee the day-to-day running of the office, including dealing with the post, emails, filing, diary management, including setting up meetings, copying, and general administrative support. Dealing with any general enquiries as they arise.
  To liaise with the Chair and the Board of Trustees and other bodies, as necessary.
• Bookkeeping and Financial Administration:
• To input financial data to SAGE cloud or other software if adopted, reconcile bank statements, manage invoices and payroll and prepare monthly financial reports for approval by the Director and the Treasurer or Chair of the Board.
  Liaising regularly with the Society’s accountants, ensuring timely and accurate sharing of financial data and documentation.

Office operations:

• To manage office supplies, stationery orders, filing systems (physical and digital) and support communications such as mailshots using Mailchimp or similar tools.
• IT and Systems management:
• To maintain office IT systems, including back ups and virus protection updates. Reporting regularly on system status to the Director.
• Meetings Administration:
• To organise and provide administrative support for Quarterly Board meetings and the Annual General Meeting, including preparation and circulation of minutes.

Charity Compliance:

• To complete the Charity Commission returns and Annual Accounts in liaison with the Society’s accountants for approval by the Board for submission by the Director.

Events Support:

• To provide administrative support for the Society’s events, including ticketing via Eventbrite or other appropriate platforms. There will be the opportunity for the new staff member to attend events enjoying people facing activity away from the office.

Membership Management:

• To maintain and regularly update the Society’s Access membership database
• Media and Communications Support:
• To assist in the distribution of media releases, drafting articles, and helping to co-ordinate radio/TV interviews on behalf of the Director. To assist in the production of the Newsletter

The successful person will be reliable, punctual with an easy to get along with personality.
Polite, well presented with excellent communication skills both written and spoken.
A genuine interest in Suffolk and historic properties would be a great advantage

A good hourly rate will be offered on an employed or self-employed basis.

Fully checkable references will be required.