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NB: This vacancy closed to applications on 30/11/2021.

Office Manager (Maternity Cover 12 Months FTC)

Job Reference: J87-A-21-1277

Employer:
Community Health Partnerships
Department:
People and Organisational Department
Location:
Manchester
Salary:
£28,000 - £30,000

Main Purpose

To provide effective and efficient administrative support to the Corporate Services as well as Office Admin Support for the Manchester Office. The role is also to support with the Manchester Office Refurb in respect of the Digital Workplace, and support colleagues across the country.

Duties, Responsibilities and Accountabilities

Correspondence

The post holder will be required to manage inbound and outbound correspondence. This will include-

  • Collection and distribution of the post received in the Manchester office o
  • Sending out internal and external post from the Manchester office o
  • Distribution of internal messages within the Manchester office o
  • Providing a central point of contact for internal and external queries o
  • Maintenance of key shared email inboxes

Office Management

The post holder will be required to provide office administration support to the Manchester Office. This will include-

  • Monitoring and maintaining meeting rooms including bookings and refreshments
  • Managing the relationship with Bruntwood facilities management team
  • Meet and greet visitors
  • Managing the cleaner including meeting the cleaner supplier to review how contract is being delivered
  • Monitoring confidential waste has been collected via Emerge (monthly)
  • Maintenance of stationary cupboard- ensure this remains tidy and with sufficient supplies.
  • Ordering of building passes if required
  • Assist with the IT requirements of the office
  • Provide ad hoc support to other staff members in the office as required • Contact repairers and organise replacements if needed
  • Monitoring Manchester office main phone line

Data Management

The post holder will be required to provide assistance with the data requirements of Corporate Services functions in support of the Manchester Office Refub. This will include-

  • Preparation of agendas for meetings
  • Collation of papers, ensuring they are distributed by the agreed deadlines
  • Updating information held on the G Drive, CHP Internal databases, CH website and any new systems the organisation may implement •
  • Supporting relevant senior team members in the maintenance of team documents (risk registers, frameworks, etc)
  • Ensuring key messages are included in internal and external communications where required

Meetings

The post holder will be required to assist in the facilitation of meetings and events. This will include-

  • Management of the use if the internal meeting rooms at Manchester One
  • Booking of external meeting rooms where required
  • Set up prior to meetings and clear away after
  • Arrangement of the ICT requirements including video conferencing facilities
  • Receiving visitors and arranging refreshments where required
  • Attending meeting to take minutes where necessary and ensure action points are followed up

Key Interactions

  • Corporate Service Teams
  • Senior Leadership Team
  • CHP Line Managers and Staff
  • Internal and External Stakeholders

CHP Way

At CHP we consistently work together to exceed our customers’ expectations by-

  • Doing what we say we’ll do
  • Looking after ourselves and others
  • Investing in relationships
  • Communicating openly and honestly
  • Developing innovative ideas and solutions
  • Always delivering an excellent service

Person Specification

Essential Knowledge & Experience

  • MS Office Proficiency in Outlook, Word, Excel
  • Office refurbishments
  • Office relocation • Digital compliance
  • Hybrid- Working support

Desirable Knowledge & Experience

  • Educated to degree level or equivalent

Essential Qualities

  • Ability to manage multiple tasks in an organised manner
  • Strong communication skills, with a keen eye for details and an ability to communicate effectively with all levels of an organisation both internal and external
  • Strong organisational skills

 

Please refer to the attached job description for complete job summary for this role.

We reserve the right to close this vacancy before the published closing date once sufficient applications have been received.





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