Office Manager

This Office Manager role at Depaul UK runs the day-to-day operation of the office and line manages a small Business Support Team. Core work covers facilities, suppliers, office health and safety, budgets and purchasing, and workplace projects such as moves and refurbishments. It is hands-on, balancing detailed administration with service improvement and relationship building across the organisation. Applicants need prior office management or facilities experience and line management, and should address every point of the person specification.

• Line manage and lead the dispersed Business Support Team (2-3 FTE), including supervision, development and performance management
• Take overall responsibility for the day-to-day running of the London office, acting as first point of contact for visitors and keeping a safe, inclusive workplace
• Manage office facilities, equipment, supplies and services, including ordering stationery, kitchen supplies and consumables
• Liaise with landlords, contractors, suppliers and service providers, escalating issues as needed
• Work with the Senior Health and Safety Officer to keep a safe workplace, maintaining health and safety records and risk assessments, coordinating fire drills, supporting audits and following up actions
• Allocate and prioritise team work to meet deadlines and service standards, and improve administrative processes and systems
• Support office and regional budgets within delegated authority, manage the office credit card and petty cash, and support purchasing under Depaul policies
• Maintain records for contracts, suppliers, facilities and property, and check that suppliers offer value and quality
• Support the Senior Governance and Business Support Manager with leases, facilities agreements and contracts for the three regional offices
• Coordinate facilities projects such as office moves, refurbishments and changes to working arrangements
• Provide administrative support to the leadership group, and organise meetings, events, conferences, travel and accommodation
• Support environmental and sustainability initiatives in the workplace, and work with Governance, Health and Safety, Finance, People, IT and Facilities colleagues

• Managing or coordinating a business support, administration, office management or facilities function
• Line managing, supporting or coordinating a team
• Managing office facilities, suppliers, contractors and services
• Managing budgets, purchasing or financial administration
• Developing or improving administrative processes and systems

• Good understanding of workplace health and safety
• Microsoft 365 use, including Word, Outlook, Excel and Teams
• Understanding of confidentiality, information management and record keeping
• Leading, motivating and supporting a small team
• Organising and prioritising a varied workload calmly
• Handling confidential and sensitive information

• Building relationships with colleagues, suppliers and external stakeholders
• Clear communication, verbal and written
• Working independently and using initiative, knowing when to escal
• Coordinating projects to agreed timescales
• Accuracy and attention to detail

• Experience in the charity, voluntary sector or another values-led organisation
• Experience working across multiple sites or supporting colleagues remotely
• Experience supporting environmental or sustainability initiatives
• Experience with CRM or organisational management systems

• Tailored training and development
• Flexible working options where suitable
• 26 days annual leave, rising with service, plus family-friendly leave policies
• Pension with employer contributions up to 7%
• Employee Assistance Programme with 24/7 GP access, plus legal and practical support
• Discounts across retail, travel, food and fitness
• Cash health plan for you and your family
• Death-in-service benefit