Part Time Office Manager

The Role:

On behalf of our client, we are seeking a Part Time Office Manager. For them this is a pivotal role within their team and it’s a fantastic opportunity to oversee day-to-day operations, financial administration, and compliance within a dynamic charity setting. You’ll be supporting the General Manager and wider team while ensuring the smooth and efficient running of the organisation. Your responsibilities will include the day-to-day management of office functions, financial administration, and operational coordination. You will also act as a key liaison with external stakeholders, IT providers, contractors, auditors and funding bodies, ensuring the smooth and efficient running of the charity.

Key Responsibilities

• Process monthly payroll submissions and pension contributions, ensuring accuracy and compliance.
• Oversee online banking, petty cash, and PAYE payments.
• Raise and reconcile sales invoices for courses and external bookings.
• Maintain financial records and prepare monthly reconciliations using SAGE.
• Prepare and submit Gift Aid claims.
• Lead the annual audit process, coordinating documentation and liaising with auditors.
• Provide statistical and management data for reporting to the team, trustees, and funders.
• Oversee risk assessments, health and safety and safeguarding documentation.
• Organise and monitor DBS checks and ensure timely renewals.
• Support quality assurance and compliance checks required by external stakeholders.
• Create and manage Service Level Agreements with referring partners.
• Support onboarding of staff and trustees.
• Ensure the efficient running of office systems, procedures, and facilities.
• Coordinate schedules for programme delivery, meetings, and key events.
• Act as liaison with contractors, suppliers, and IT consultants, providing basic IT support to staff.
• Provide administrative support for project proposals and funding bids.
• Assist with bookings, course administration, and management of student records.
• Maintain stationery and canteen supplies.
• Maintain and update the organisations website and digital content.
• Produce publicity materials, forms, and presentations.
• Acknowledge donations and maintain funding communications records.
• Support bid applications and grant reporting.
• Provide personal assistant support to the General Manager, including diary management, correspondence, and meeting coordination.
• Greet visitors, manage enquiries, and liaise with external stakeholders including students, staff, funding bodies, justice agencies, and the wider public.

The Person:

For this role our client is seeking someone with previous office management and administration experience.

In addition they are looking for:

• Proven experience in office management, administration, or a similar role
• Strong financial administration skills, ideally with SAGE or similar software.
• Excellent organisational skills with the ability to manage multiple priorities.
• Good IT literacy and good working knowledge of Microsoft Office suite; to include Microsoft word, Excel, Power Point, Publisher and survey packages and confidence liaising with external service providers.
• Knowledge of compliance, safeguarding, and data management in a charity or education setting.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively in a small team.
• The post holder must be numerate and literate and hold qualifications in Maths and English to at least Level 2 standard in GCSE or equivalent.

Desirable skills & experience:

• Experience in the charity or education sector.
• Knowledge of fundraising administration and reporting.
• Familiarity with maintaining websites and producing publicity materials.

The Benefits:

Fantastic holiday allowance which is around 50 days plus 8 public holidays. Please note that holidays are all to be taken in school holidays. Some administration work will be required during school holidays up to a maximum of 7 days per annum. These days may be undertaken at home. There is an opportunity to work from home up to 10 hours per week in term time. Pension (5%/5% contributory), Car Parking, Hybrid working

Salary:

£32,000 – 35,000 pro-rata (30 hours)

Location:

Brislington, Bristol, BS4