JOB DESCRIPTION
Title:
Office Manager
Salary: £22,000 pro-rata
Hours:
30 hours a week (Monday to Friday). Some out of hours work required as necessary.
Purpose of Post:
To ensure the effective running of the Centre Office. This is a wide-ranging post involving mostly
administrative functions as well as day-to-day financial proceedings and supervision of staff. It is
pivotal in ensuring the smooth running of the organisation.
Reports to:
Centre Manager
Key Tasks and Responsibilities:
You will be required to undertake the following:
Office Duties
• Answer/action all general telephone enquiries
• Process all postal transactions
• Maintain postage record book
• Maintain the Trust diary – both in hard copy and online
• Create weekly Staff Bulletin
• Convene Trust meetings and minute take as required
• File paperwork
Retail
• Be responsible for Trust stock publications and annual stocktake
• Conduct Trust publication sales
• Process online sales
IT and office equipment
• Troubleshoot internal computer problems
• Maintain and purchase, where necessary, office equipment
• Maintain a wide-ranging record of Centre statistics and be able to produce KPIs as and when
required
New Forest Ninth Centenary Trust, New Forest Centre, High Street, Lyndhurst SO43 7NY
Registered Charity No 279373
023 8028 3444
www.newforestcentre.org.uk office@newforestcentre.org.uk
Building Maintenance and Security
• Organise booking of tradesmen and oversee work
• Procurement of all required supplies for all departments
• Monitor levels of administrative supplies and order as necessary
• Maintain domestic supplies (e.g. crockery) and order as necessary
• Process ordered supplies
• Conduct daily general check of exhibition – actioning repairs where necessary
• CCTV recording – monitor and/or copy as necessary
• Ensure fulfilment of actions associated with security/access audits etc
• Conduct regular fire testing checks
• Maintenance of fire safety records and log book
Personnel
• Line manage two part-time caretakers
• Liaise with all departments over administrative procedures
• Maintain personnel records
Financial
• Liaise with freelance bookkeeper in order to transact monthly BACs payments – staff wages and
suppliers payments
• Act as a signatory as required
• Manage and maintain petty cash
• Collect donations from onsite donation boxes monthly
• Make regular cash and cheque deposits at local bank
• Keep accurate records of the costs / income generation of ticketed events
• Receive / action purchase invoices (within budget)
• Raise sales invoices for Trust and Trading
• Raise receipts for Trust and Trading
• Submit annual return to Charities Commission on behalf of New Forest Ninth Centenary Trust
• Submit annual return the Companies House on behalf of New Forest Museum Trading Ltd
General
• Ensure all work is carried out with due regard to the Health & Safety at Work and Equal
Opportunities policies
• Be conversant with the Centre’s Fire Regulations and Emergency Procedures and assist with the
evacuation of the Centre in the event of an emergency.
• Undertake personal training and development opportunities
• Attend staff meetings
• Carry out any other duties commensurate with salary and responsibilities.
New Forest Ninth Centenary Trust, New Forest Centre, High Street, Lyndhurst SO43 7NY
Registered Charity No 279373
023 8028 3444
www.newforestcentre.org.uk office@newforestcentre.org.uk