Office Coordinator

Job Specification: Office Coordinator

Reporting to: Managing Director
Contract Type: Permanent – 30 hours per week over 4 days

Job Purpose

This is a family run business and rapidly growing. The Office Coordinator will be responsible for overseeing the daily operations of the office to ensure efficiency, productivity, and organisation.

We are deeply committed to Equality, Diversity, and Inclusion (EDI). As proud holders of the Gold Armed Forces Covenant and Leader status in the Disability Confident Scheme, we uphold a culture of acceptance and inclusivity embedded throughout our organisation. Embracing this ethos is essential to aligning with our values and fostering a collaborative and equitable environment.

The role involves managing administrative tasks, coordinating office resources, and supporting staff to maintain a positive and professional work environment.

Key Responsibilities

1. Office Administration
   • Oversee and manage day-to-day office operations.
   • Manage the stores orders for all sites.
   • Arrange and manage travel and accommodation bookings for senior team members as required.
   • Create and manage staff rotas to ensure adequate coverage and operational efficiency.
   • Oversee and coordinate the allocation and scheduling of company vehicles.
   • Maintain a safe, clean, and efficiently organised office environment.
   • Take responsibility for managing the on-call schedule one weekend every five weeks, once fully acclimated to the role.
2. Team Coordination
   • Act as the main point of contact for office-related queries.
   • Support staff with administrative needs, including scheduling and correspondence.
   • Organise and coordinate meetings, events, and team activities.
3. Financial Administration
   • Manage office budgets and expenses, including petty cash and invoices.
   • Liaise with finance teams for supplier payments.
4. Human Resources Support
   • Assist with recruitment processes, including onboarding new employees.
   • Maintain and update employee records, including leave and attendance.
   • Promote a positive workplace culture and employee well-being initiatives.
5. Compliance and Policies
   • Ensure compliance with health and safety regulations.
   • Update and maintain office policies and procedures.
   • Manage sensitive and confidential information securely.
6. Technology and Systems
   • Oversee the use and maintenance of office systems, software, and equipment.
   • Liaise with IT support to resolve technical issues.
7. External Relationships
   • Manage relationships with suppliers and service providers.
   • Coordinate building management and maintenance requirements.

Person Specification – Office Coordinator

Qualifications and Experience

• Proven experience of at least 2 years in office management, administration, or a similar role is essential. A qualification in business administration would be desirable.
• Proficiency in Microsoft Office, particularly Excel and Word, is essential.
• Experience of Kash flow is desired; however, knowledge in other database type software is accepted.
• Experience with budgeting and financial administration is an advantage.

Skills and Competencies

• Strong organisational and multitasking abilities are essential.
• Excellent communication and interpersonal skills.
• Problem-solving aptitude with a proactive approach to challenges is preferred.
• High level of accuracy and attention to detail is essential.

Personal Attributes

• Professional demeanour and ability to maintain confidentiality.
• Flexible and adaptable to a fast-paced environment.
• Strong leadership skills to motivate and guide a team.
• A strong commitment to Equality, Diversity, and Inclusion, ensuring EDI remains embedded in all aspects of the work and interactions.

Working Hours

• Ideally, we would like either 8.30 am till 4 pm or 9 am till 4.30 pm over 4 days per week. This is, however, up for negotiation for the right person.

Benefits

• Get your birthday for free.
• Additional AL on work anniversaries.
• Free refreshments.
• Free car parking.
• Ongoing training and accredited training available.
• Option to join the Nest Pension scheme.
• 5 days sick pay at full pay (pro rata).
• 5 days parental or carer's leave at full pay (pro rata).

How to Apply

Please submit your CV and a cover letter explaining why you have applied for the job to Alison@aaacaringcaretaker.co.uk.

Applications close on Friday 27^th December.

Interviews will be held on Friday 3^rd January 2025.

Start date is as soon as possible.