Office Manager

On behalf of our client, we are seeking an experienced Administrator to provide comprehensive support to the Directors and Manager, ensuring smooth day-to-day operations across administration, accounts, payroll, and staff records.

Key Responsibilities

Administration & General

• Act as first point of contact for telephone calls and visitors.


• Manage and maintain documentation, files, and archives.


• Prepare reports, correspondence, and statistical returns as required.


• Keep the Directors and Manager fully informed of relevant matters.


• Allocate and oversee the daily tasks of the Admin Assistant.

Staff Records

• Maintain accurate and up-to-date personnel files.


• Record and monitor holidays, sickness, and absences.


• Prepare and issue contracts of employment and amendments.


• Process staff leavers and ensure records are updated and archived.


• Calculate holiday entitlements for starters and leavers.

Payroll

• Maintain timesheets, sickness, and holiday records.


• Prepare monthly payroll input for submission to the payroll bureau.


• Distribute pay slips and maintain pay-related documentation.


• Prepare monthly payroll journals.

Accounts

• Manage and maintain both computerised (Sage) and manual accounts.


• Oversee petty cash and monthly reconciliations.


• Prepare resident/client fee calculations and invoices.


• Maintain purchase and sales ledgers, ensuring timely invoicing and payments.


• Monitor debtors and highlight issues to the Directors.


• Process corrections on Sage as required.


• Conduct monthly bank reconciliations.


• Produce monthly payment schedules.


• Resolve account-related queries and assist with year-end accounts.

Enquiries & Admissions

• Ensure all enquiries are logged and followed up appropriately.


• Maintain accurate enquiry records and assist with progress tracking.


• Prepare documentation for admissions and discharges.


• Liaise with external stakeholders as required.

Maintenance Coordination

• Maintain accurate maintenance records.


• Liaise with suppliers and contractors to arrange repairs and servicing as directed.