Office Manager - National Safeguarding Directorate

Posted 21 days agoExpires in 8 days
Church House, Westminster, London
Permanent
£30.909 p.a. rising to £33,452 p.a. after probation

An exciting opportunity has arisen to join the Safeguarding directorate of a national charity.

We believe that safeguarding is everyone’s business and is integral to the culture, mission and structures of the Church.

The National Safeguarding directorate (NSD) provides professional safeguarding advice to the Church of England on matters of national policy as part of its wider transformation plan, which includes the development and implementation of national training, quality assurance and audit, and work with survivors of abuse. The NSD also leads complex casework and supports dioceses in their safeguarding of children and adults.

The NSD's purpose is to help equip people to have the confidence and skills that they need to:

  • Promote wellbeing, a healthy church and safer practices
  • Prevent abuse from occurring
  • Protect vulnerable people
  • Respond well to those who have been abused or may pose a risk of abuse to others

Introduction

We are looking for an experienced and skilled Office Manager who is passionate about providing the highest standards of service and contributing proactively, to wider transformation plans.

A key part of your role will be overseeing and managing a coherent administrative service for the national safeguarding directorate including line managing administrative staff. You will work closely with senior managers to develop systems that are efficient, effective and future proof. As well as managing administrative processes, you will manage financial processes including invoicing, expenses, and support senior managers with budget monitoring.

The role also includes planning and coordinating events for the directorate, minute taking of key meetings and some diary management.

Working closely with colleagues, you will ensure that we are meeting the needs of our stakeholders including communicating effectively, via our webpage and portal.

Interviews will be held on the 13th March 2019

If successful, you will be subject to a basic DBS check.

In return we offer a unique environment with opportunities for continuous learning, generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

The Role

  • To oversee and manage a coherent administrative service for the national safeguarding directorate including effective deployment and line management of the directorates administrative resources
  • To lead on the development of systems to support business needs, for example filing, office systems
  • To work closely with senior managers in developing specialist systems to support business needs, for example the case work management system
  • To manage financial processes including invoicing, expenses, and payments to a range of providers
  • To support senior managers with budget setting, monitoring and forecasting of team finances
  • To ensure that key meetings are organised and minuted, including the collation and distribution of papers
  • To ensure the planning and co-ordination of national events led by the Safeguarding Team e.g. diocesan safeguarding advisor days, annual national conference
  • To ensure that there is a good quality customer service response to a range of different stakeholders including senior clergy, survivors and safeguarding professionals
  • To lead on the production, formatting and publication of National policy and guidance, in liaison with the Policy Manager
  • To support the collection and collation of information and data from consultation activities, annual data returns and audits, working closely with the quality assurance officer
  • To work with other NCI departments, such as HR, IT Services, Office Services and Finance teams to ensure the NST is up to date with current NCI processes
  • To maintain the National Safeguarding webpage and portal, in liaison with the Communications Officer
  • To provide diary support to senior team members as required
  • To work positively and inclusively as part of the team and take a proactive approach to personal development

The requirements for the role

Essential

Please tell us how you meet the requirements for the role

Skills/Aptitudes:

  • Good IT and keyboard skills, including website and database skills
  • Good verbal and written communication skills including ability to write detailed and accurate minutes of meetings, format and proof-read documents
  • Excellent numeracy skills
  • Ability to organise good record management and data systems
  • Ability to project manage
  • Ability to collect and collate information and data and understand data protection requirements
  • Ability to organise own work and prioritise duties
  • Ability to work under pressure and to meet deadlines
  • Ability to work methodically and accurately showing attention to detail

Knowledge/Experience:

  • Experience of office and administration management
  • Experience of managing a small team of staff
  • Experience of managing day to day financial processes
  • Demonstrable understanding of basic financial processes, including raising of purchase orders, invoicing and monitoring of expenditure
  • Experience of dealing with enquiries from members of the public
  • Experience of organising diaries, meetings and events
  • Evidence of dealing with confidential and sensitive material
  • Experience of developing positive working relationships a wide variety of contacts, including internal departments, external agencies and senior people

Education:

  • A-level or equivalent
  • NVQ 3 Office Administration or equivalent or significant experience in office/business management

Personal Attributes:

  • Ability to deal sensitively and professionally with survivors and other vulnerable groups
  • Confidence to work with senior people
  • Good interpersonal skills and the ability to deal politely, confidently and efficiently with a range of people and to work as a member of a team

Desirable

PRINCE2 (project management) qualification

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

Excellence, Respect, Integrity

We follow these three values in everything we do, whether we are of Christian faith, another faith or no faith. To learn more about working for National Church Institutions and our benefits, please click here

As we are a member of the Armed Forces Covenant, we welcome all applications from those you have served in our Armed Forces and their families

We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background. As a Disability Confident committed employer, it is important to note that there may be occasions where it is not practical or appropriate to interview all disabled applicants who meet the minimum criteria* due to high volume. We limit the amount of interviews conducted to five applicants per open post we advertise.

*Where applicable depending on post requirements.