Job DescriptionOffice Manager

Salary : Grade 3 (£21,500 - £25,999 per annum)

Reports to: Director of Finance & Operations

Job SummaryThe post is responsible for creating and maintaining a safe, efficient and productive office environment for Scottish Book Trust staff, as well as overseeing the upkeep of the Scottish Book Trust building, close and garden.

The post also provides administrative support to the CEO for diary management, organising meetings, papers, travel and leads on the administration and minuting of Board Meetings, including supporting the Chair and liaising with other Board Members.

The post maintains HR recording systems and processes, including recruitment, sickness absence and appraisal monitoring.

As part of the small Operations Team, the post also provides some general administration and support to the team and to the Director of Finance & Operations.

Key responsibilitiesThere are three key areas of the role:

Office Facilities Management With support from the Director of Finance & Operations, create, implement and

report on the charity’s Carbon Management Plan and lead the office Green Team Manage the contracts for maintenance, repairs, equipment purchases/ leases,

and monitor the related equipment and maintenance budgets Order and oversee IT equipment provision and manage the external IT support

service, escalating issues as appropriate Set-up and manage the office utilities contracts Manage the cleaning and waste disposal contracts and ensure office interiors,

including kitchen and toilets, are kept clean, tidy and present a professional appearance to visitors and staff alike

Manage the garden and close cleaning contracts to ensure high standards of cleanliness and amenity for staff, visitors and the general public

Lead on Health and Safety within the office and garden/close environment, including managing the fire and security systems and contracts

Organise and source stocks of office, kitchen and toilet consumables Work with programme staff to display and promote the work of Scottish Book

Trust in the publically accessed areas of the office building Research and feed in to the development of policy and strategy initiatives in the

relevant areas of the role’s responsibility

Office Administration Provide administrative support, diary management, organise meetings, agendas

and papers for the CEO

Support the CEO with the organisation and administration of Board meetings, liaising with the Chair and other Board Members as required, and taking minutes at Board meetings

Assist with general telephone and email enquiries, meet and greet CEO/SMT visitors, set up and clear meeting rooms for SMT/Board Meetings, as required

Provide occasional administrative support to the Director of Finance & Operations, as required, to support the wider work of the Operations Team.

HR Support Maintain accurate confidential HR records for staff Maintain HR recording systems e.g. sickness absence, appraisals and equalities

reporting Produce periodic statistical HR reports for monitoring and management purposes Provide administrative support to line managers by running efficient recruitment

and induction processes Be a first point of contact for day to day queries on HR policies and processes Assist the Director of Finance & Operations with desktop research to help

develop of HR policies and procedures

Skills and Experience Minimum of 3 years’ experience in an office, facilities and building management

role Excellent organisational skills with the ability to prioritise a varying set of tasks on

a daily basis High degree of competence in MS Outlook, Word and Excel Competent using spreadsheets, databases and handling data for statistical

reporting; confident with numerical data and calculations Experience of managing a range of contracts with external providers, such as

property maintenance and office related services Budget setting, monitoring and price negotiation skills A friendly, flexible, can-do attitude, motivated to provide a high quality support

service Excellent problem-solving skills with ability to use own initiative Resilient with ability to stay calm and maintain professional standards under

pressure Excellent communications skills with the ability to maintain effective relationships

with external providers, as well as creating productive staff relationships Experience of working with and providing administrative support to senior

management and Board Excellent written and verbal communication skills, demonstrating diplomacy and

tact Excellent team–working skills with a collaborative approach to delivering support

services across the organisation Knowledge of HR systems and practices is desirable Knowledge of board governance and minute taking is desirable Experience of maintaining confidentiality

Other InformationThe post is based at Scottish Book Trust’s offices in Edinburgh.