Office Manager



Job Type

Fixed Term


Charity / Voluntary, Management



Office Manager

Location: Edinburgh
Salary: £22,986.00 - £25,500.00 Per Annum
Benefits: Pension, Life Assurance, 26 days Annual Leave (pro-rata)

This is a Contract, Part Time role for 2 years, for 30 hours per week.

The charity reserves the right to extend or make this role permanent without further advertising dependent on business needs at the end of the contract term.

A vacancy for a part-time (four days per week) Office Manager has arisen at this conservation charity’s Scottish HQ on a 2-year contract. This opening arises at a time of change for both the office and staff, as they move to hybrid ways of working and a change to what people expect from the building and the resources within it.

What’s the role about?

The successful candidate will undertake the following:

  • Negotiate and maintain the planned preventative maintenance contract to ensure the building is compliant with relevant legislation and tenancy agreements and that the charity receives value for money.
  • Deal with unplanned maintenance issues and breakdowns as quickly and efficiently as possible to ensure core work is not affected, and to keep staff informed of issues and timescales for rectification. This includes IT equipment.
  • Ensure compliance with relevant legislation (e.g. Disposal of Waste, Use of Refrigerant Gases, Legionella, Asbestos) and ensure relevant records are in place.
  • Manage the buildings maintenance budget to ensure all services are provided in a cost effective way (including gas, electricity and water) and that all legally required paperwork is up to date.
  • Maintain asset registers and life-time costing analysis to ensure maximum cost efficiency.
  • Undertake project management and delivery where these relate to facilities.
  • Ensure that the office operates in accordance with environmental procedures and ensure that the “Green Dragon” accreditation is maintained and improved upon.
  • Manage the office/reception functions, to ensure adequate cover is in place, and that a professional service is provided to staff, volunteers and visitors.
  • Manage all centralised support services within SHQ/larger complex reserve to ensure that staff have resources required to carry out their core function and that this is done in a cost effective manner.
  • In some cases, provide business, administrative and operational support to large teams including financial reporting/budgeting processes, support to track KPIs and dedicated administrative (PA) support service to senior individuals and management teams so that the team(s) can carry out their role as efficiently as possible.
  • Manage a team of staff and volunteers as required.

What the charity needs from you:

The organisation is seeking a candidate who is currently in a facilities role or who wants to move into one and has the ability to learn quickly. The successful candidate will be proficient in anticipating potential issues relating to the building and support services in it and have a contingency plan in place to mitigate them. They will use their excellent communication skills with a wide audience including charity staff and volunteers, suppliers and contractors, a range of building professionals and colleagues at all levels within the organisation.

Organisational skills will be used to ensure that all records, some of which are legally required, are kept up-to-date and that the resources required by colleagues, such as stationery, fleet vehicles, printing and postage are readily available to them.

Essential skills, knowledge and experience:

  • Good level of literacy. English to GCSE or equivalent grade at A-C grade
  • Knowledge of Microsoft Office applications (especially Outlook, Word, Excel and PowerPoint), plus the ability to impart this knowledge on to others.
  • Knowledge of IT & network systems
  • Knowledge of budget management and working with suppliers.
  • Ability to develop creative solutions to problems.
  • Able to deliver high level of customer service.
  • Ability to use own initiative.
  • Able to communicate verbally and in writing to all levels of the organisation.
  • Experience of organising administrative support

Desirable skills, knowledge and experience:

  • Interest in nature conservation
  • Knowledge of building and building services legislation and best practice.
  • Knowledge of office based H&S legislation
  • Able to deal with confidential and sensitive information appropriately.
  • Experience in an office manager, facilities manager, or senior administrative role/similar.
  • Ability to organise and prioritise competing objectives whilst, remaining calm under pressure and excellent organisational skills

Closing date: 23:59, 26 September 2021

Please note that the charity is actively recruiting for this position, and reserve the right to close this vacancy once sufficient applications have been received.

The organisation is an equal opportunities employer. This role is covered by the Rehabilitation of Offenders Act 1974.

To Apply and for more information

Click the job board apply button to be taken to the next stage where you can find out more information and complete your application by following the instructions (you may need to scroll down).

No agencies please.


Reference ID: 158541

Contract length: 24 months

Part-time hours: 30 per week

Job Types: Part-time, Contract

Salary: £22,986.00-£25,500.00 per yea