Job Information

Office Manager/Executive Assistant
Full time, permanent position
Salary: £28k
Office based with flexible working options

We are looking for an experienced administrator to join our team who is confident working with numbers, is highly organised and seeking a role that makes a real difference. This position is key to KCF’s core business and you would be an integral part of getting much needed grants to worthy causes all over Kent. Office duties involve ordering stationery, kitchen supplies, managing office contracts, reception duties and providing some governance support to the Chief Exec and Director of Operations. Finance duties include preparing and processing grant payments and processing invoices.

This is a full-time position based at our offices in Smeeth near Ashford but flexible working options can be discussed.

Applications should be in the form of an up-to-date CV and covering letter outlining how you meet the person specification for this role to [email protected]. The closing date for applications is 5pm on Tuesday 30th April. Interviews will be held on Thursday 9th May.

If you wish to discuss accessibility, would like more information or assistance before applying, or you require reasonable adjustments to make the application process more accessible to you, please contact Sarah Osborne via the email address above.

Hours: Full-time 37.5 hours per week. Office based with flexible working options
Responsible to: Governance and Operations Director
Salary scale: £28,000

Post Summary

To facilitate the smooth running of the office, including reception duties, stationery supplies, kitchen and cleaning supplies, liaising with IT support and dealing with other contracts held. Also, when required, supporting the Governance and Operations Director with the servicing of Board and sub-committee meetings and other governance tasks.

To work with the Bookkeeper to process payments for the organisation, ensure bank accounts are serviced and payments expedited in an efficient and orderly way, paying close attention to policies and procedures.

MAIN RESPONSIBILITIES

Organisational:
• Booking staff and trustee meetings
• Assisting with the preparation and servicing of meetings, including occasional minute taking
• Other governance support as directed
• Occasional executive support to the Chief Executive

Office Administration:
• Being first port of call for visitors to the office
• Monitoring the admin inbox
• Processing incoming post
• Preparing refreshments for visitors and meetings
• Overseeing booking of the meeting room; advising staff of clashes and finding alternative solutions where necessary
• Ensuring kitchen supplies are fully stocked
• Ordering stationery supplies
• Liaising with IT provider and resolving staff IT issues
• Dealing with other office contracts including photocopier and franking machine
• General administration as required to support the team

Finance:
• Being an online banking user with inputting permissions
• Adding donations to the database
• Setting up online payments including liaising with grants admin and book-keeper to resolve any queries.
• Making card payments for individual grants and core costs
• Processing and paying in incoming cheques
• Processing requests for investment transactions – setting up online payments and completing required paperwork
• Other banking administration as directed

PERSON SPECIFICATION

Essential:
• Experience in dealing with financial administration
• Excellent organisational and planning skills, with high level of accuracy
• IT skills and confidence working with new technology; competent in Microsoft Word/Excel/Access/ PowerPoint/Outlook applications, and using the internet
• Excellent communication and customer service skills
• Good common sense
• Ability to work within a small team, with a flexible, positive ‘can-do’ approach
• Hard working, self-motivated, enthusiastic

Desirable:
• Experience of using a Salesforce platform
• Experience of using Xero
• Office management/support experience