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OFFICE SERVICES MANAGER RECRUITMENT PACK 2016
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Office Services Manager £29,500 pa
Full Time
Thank you for your interest in Crohn’s and Colitis UK.
We are a national charity whose purpose is to improve life for everyone affected by Crohn’s Disease and
Ulcerative Colitis. These lifelong and debilitating conditions affect over 300,000 people in the UK with
nearly half of those being diagnosed each year under the age of 29. Our work covers a broad range of
activities designed to achieve a better quality of life, improve support and services and, ultimately, find a
cure.
This exciting new role will play an important part in the smooth and efficient running of Crohn’s and Colitis
UK’s head office in St Albans. We are looking for someone who has strong experience in office management
support services with a passion and focus on customer service. The successful candidate will not only play a
lead role in ensuring the day to day services are running efficiently and effectively but they will also help us
to improve and modernise a range of areas to ensure we are maximising efficiencies and productivity across
a number of different areas.
This is a great opportunity for a self-starter to work on a varied remit across the whole of the charity and
make a significant contribution to a range of critical areas of our work. The successful candidate will also
have an important role to play in the project to relocate our offices in the area when our lease comes to an
end in August 2018.
I very much look forward to hearing from you.
Ian Donald
Director of Finance and Corporate Services
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Our Vision
We want to see a world in which people’s lives are not limited by Crohn’s or Colitis.
Our Mission
We work with everyone affected by Crohn’s and Colitis, and help them achieve a better quality of life
by providing support, improving services and ultimately finding a cure.
Our Values
As a charity we work to an ethos of shared values. These are:
• Compassion
• Inclusion
• Collaboration
• Empowerment
• Excellence
What we do
We lead the battle against Crohn’s Disease and Ulcerative Colitis and we won’t stop until we’ve won.
Crohn’s and Colitis UK is the leading UK charity in the battle against Crohn’s Disease and Ulcerative
Colitis. We are fighting to achieve a better quality of life for the 300,000 people in the UK suffering
physically and emotionally from these and other forms of Inflammatory Bowel Disease (IBD). Ultimately,
we want to find a cure.
For more than 35 years, we’ve been working with and for patients and their families, the nurses,
doctors, and all those that work in healthcare that treat them, and the policymakers who can
bring about change.
• We provide high quality information and support to enable people to manage their conditions. We believe
people living with Crohn’s and Colitis should be able to live their lives to the fullest.
• We work with the UK health sector to improve diagnosis, treatment and management of IBD. We want
everyone with the conditions to have access to the best specialist services.
• We support life-changing research to increase knowledge of the causes and the best treatments for
Crohn’s and Colitis. We want to improve lives now, and lead the mission to find a cure.
• We campaign vigorously alongside the IBD community and our partners – for more knowledge, better
services and more support for our ongoing fight against IBD.
Join our fight against Inflammatory Bowel Disease.
Further information
www.crohnsandcolitis.org.u
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Reporting to: Director of Finance & Corporate Services
Key Responsibilities:
Compliance
1. To ensure effective systems, policies and controls are in place to support full compliance with the Charity’s Health and Safety responsibilities.
2. To ensure that first aid provision is satisfactory including the appointment of and organising of training for designated first aiders.
3. To ensure that all staff are aware of fire/evacuation procedures and that designated fire wardens are appropriately trained to fulfill their responsibilities.
4. To support the Director of Finance and Corporate Services in ensuring that Data Protection responsibilities are properly fulfilled.
5. To manage and maintain the organisations accident book.
6. To represent the charity at relevant Tenants meetings.
Office Services
1. To plan, organise and control office services in order to maintain and improve efficiency.
2. To oversee and manage the budget for office services.
3. To ensure the smooth and efficient running of the office taking responsibility for the maintenance and delivery of the following office services:
o Postal and Courier Services
o Stationery supply & stock management
o Copier contracts and maintenance
o Furniture supply and maintenance
o Document management, filing and archiving
o Office cleaning contract
o Confidential waste
o General office maintenance and repair
o Security including staff passes and car parking arrangements
o Centralised procurement/database of suppliers
4. Working with our IT Provider and helpdesk act as the go to person for IT/Telephony issues or requirements.
5. To oversee and deliver a strong business continuity plan for the organisation.
6. Provide efficient ‘front of house’ service for all guests to the charity.
7. To research and develop a centralised Travel and Accommodation service for all staff.
8. To research, appoint and manage a central supplier/business tariff for the charity’s mobile phones.
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9. To lead and work as part of the Administration Group on telephony duties and post.
10. To oversee and manage the provision of kitchen supplies for the office.
The purpose of this job description is to focus attention on the most important aspects of the job-holder’s
role. It is not intended to be a complete list of the duties; therefore it is to be expected that the day to day
performance of the job will include tasks not listed above. The list of duties for which the job-holder is
responsible may reasonably be varied or added to at the discretion of the charity.
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The ideal candidate will have:
Experience
Relevant experience in a similar office management support role (Essential - E)
Demonstrable experience in driving efficiencies and auditing services to ensure cost
efficiencies (E)
Evidence of success in negotiating contracts and supplier agreements (E)
Experience in managing Health and Safety compliance, preferably supported by IOSH
qualification (Desirable –D))
Developing and managing SLAs (D)
Overseeing procurement and purchase ordering systems (D)
Developing and maintaining maintenance schedules (D)
Ability to manage projects to agreed budgets and timescales, and with minimal
supervision (E)
Experience of setting and managing budgets (E)
Preparing and documenting risk assessments (E)
Clear understanding and knowledge of business continuity planning (D)
Good understanding of Data protection responsibilities (D)
Skills and attributes
Excellent organisational and time management skills with a methodical approach to
tasks (E)
Ability to liaise well with others and offer first class customer service (E)
Strong IT skills, including knowledge of a range of software packages, including MS
Word and Excel (E)
Strong oral and written communication skills (D)
Strong attention to detail (E)
Flexibility and adaptability to changing workloads (E)
Clear capacity to prioritise tasks and work under pressure (E)
Ability to work on your own initiative (E)
To apply for this role please read the job description carefully and send a copy of your CV and a
supporting statement with details of how our experience would make you the ideal person for
the job to: [email protected]
You should give the name, position, organisation and telephone/email contact of two referees, one of whom
should be your current/most recent employer. References will only be taken once your express permission has
been granted.
Finally, please ensure that you have included mobile, work and home telephone numbers, as well as any dates
when you will not be available or might have difficulty with the indicative timetable.
By post:
Della McDonagh HR
Crohn’s and Colitis UK
45 Grosvenor Road
St Albans
AL1 3AW
By email: [email protected]
Closing date for applications: Wednesday 26 October 2016 (12 Noon)
First Interviews: Week commencing Monday 7 November 2016
Crohn’s and Colitis UK is the working name for the National Association for Colitis and Crohn’s Disease.
Charity registered in England and Wales Number 1117148, Scotland Number SC038632.
A company limited by guarantee in England: Company number 5973370.
Charity registered in England and Wales Number 1117148, Scotland Number SC038632. A company limited by guarantee in England: Company number 5973370.