Office Manager

Key Responsibilities

To be responsible for the effective delivery of all administrative activities within the Depot including supervision of the administration/scheduling team to ensure records, reports, and systems are maintained and updated.

To provide information and statistics to facilitate the management of the Depot including completion of daily, weekly, monthly and quarterly reports.

To analyse and resolve operational issues developing, reviewing and changing working practices within the Depot where necessary, and documenting and implementing corporate policies and core values.

To prioritise work to meet changing and conflicting demands ensuring deadlines are met, pro-actively prompting actions from meetings and addressing items arising, including effectively managing an accurate record of same.

To take day-to-day responsibility for all staff related functions including new start/leaver processes, liaising with the Agency Resource team on live agency worker requests, authorising Agency Timesheets, promoting employee Health and Wellbeing, monitoring and managing attendance and timekeeping in line with the Attendance Management and Flexitime policies.

To manage and co-ordinate the Induction Programme for all new starts within the Depot.

To manage, maintain, and report on the Depot staffing establishment on a monthly basis to ensure it is kept up to date and accurate.

To liaise with call out coordinators on call out rotas and collate call out information for payment by payroll.

To provide a user support role in the use and application of technology, mobile devices, and various systems.

To monitor the performance of administration/scheduling team and address any issues in a timely manner to ensure improved processes and quality of service.

To provide assurance that monthly toolbox talks are completed and the associated records are maintained and safely stored.

To manage and control all office expenditure through the online purchasing system and use of the government procurement card (GPC) ensuring appropriate compliance and adherence with established procedures and protocols.

To co-ordinate the complaints handling process ensuring replies to informal and formal complaints are completed within target timeframes.

To ensure liaison with sub-contractors regarding job progress, escalating any issues to the relevant Supervisor/Depot Manager and managing the processing of sub-contractor invoices.

To monitor and record progress on all building control applications.

To assist the Depot Manager in Business and Continuity Planning and any other associated planning activities by ensuring high quality effective processes and supporting documentation are in place to ensure continuity and consistency of service as required.

To prepare for and support compliance audits and/or ISO accreditation.

To assist in the collating, monitoring, and reporting of information to challenge KPI figures where appropriate.

To manage the scheduling of and arranging administrative support for meetings including taking and issuing of minutes and other associated administrative tasks and the maintenance of business template letters.

Information Management

20. To respond to queries and/or problems encountered with data collection and analysis, including conducting data reviews & assessments.

21. To update and interrogate Management System to analyse performance and provide information for the Depot manager.

22. To maintain good practice in document storage and retrieval, ensuring compliance with General Data Protection Regulations and NIHE Record Retention Policy.

People and Performance Management

23. To manage, motivate and develop staff through leadership, mentoring and coaching skills, to achieve business objectives, providing line management, and recognising best practice to deliver an excellent service.

24. To undertake performance reviews and agree and review staff performance objectives, behaviours and development plans in line with organisational policy and provide guidance on personal development needs and advise on and initiate development/training opportunities.

25. To instil and promote an ethos of continuous improvement within the Team, so that current performance standards can be challenged and improved through new ways of working, without compromising service delivery or control.

General

26. To ensure effective working relationships with customers and key internal and external stakeholders.

27. To undertake duties in such a way as to enhance and protect the reputation and public profile of NIHE.

28. To comply with and enforce all NIHE frameworks, policies and procedures, including but not limited to those relating to legal requirements such as equality, health and safety and information governance.

29. To direct and signpost managers and staff to the appropriate source for issues outside the remit of this post.

30. To undertake any other duties which may be assigned to meet organisational/Team need and which are reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined.

Note: This summary of responsibilities and personal duties is not intended to be exhaustive. This role will develop and change in line with programmes and projects.

Knowledge, Skills and Experience

(i) Either possess a degree or equivalent level 6* qualification, AND can demonstrate at least 1 years’ experience working in an administrative role in a housing or building maintenance environment

OR

(ii) A BTEC Higher Cert/Diploma or equivalent Level 5* qualification AND 2 years’ experience working in an administrative role in a housing or building maintenance environment

OR

(iii) Can demonstrate 3 years’ experience working in an administrative role in a housing or building maintenance environment AND can demonstrate continued professional development including the attainment of relevant learning/qualifications

Refer to Qualifications Framework for equivalencies

Knowledge, Skills and Experience (continued)

Can demonstrate ALL of the following:

a) Experience providing an administrative service in a busy office environment.

b) Experience in managing, analysing and monitoring business information from a number of systems.

c) Proficiency in the use of Microsoft Office, mobile technologies, and computerised systems.

d) Experience of the key processes for compliance, performance and risk management.

e) Experience of communicating effectively with key internal and external stakeholders through a number of methods.

Knowledge, Skills and Experience (continued)

Can demonstrate:

• Excellent planning and organisational skills

• Ability to work accurately under pressure of multiple deadlines

• Strong interpersonal and influencing skills

• Strong customer orientation

• Excellent attention to detail

Candidates may also be assessed against the relevant section of the Housing Executive’s Behavioural Framework.

Desirable Criteria

• Knowledge and experience of working within a maintenance environment

• Experience of managing a team within an administrative environment

Flexibility

We have introduced a Flexible Working Arrangements policy to improve working lives for our people while ensuring customer service is maintained. This is about more than just where people work, it also enables flexibility regarding when and how our people work and deliver services. We recognise that roles across the Housing Executive are different, and every individual is different, therefore we know that a ‘one size fits all’ approach is not appropriate. We provide our managers and our people with key principles and guidance so that we can optimise flexibility while also continuing to deliver a high standard of customer service. Opportunities depend on the role, and we are happy to discuss this with the successful candidate.

Total Financial Package

The salary scale for this post (Band 5) is currently £31,586 – £35,235 per annum. Successful candidates normally commence on the first point of the pay scale, however, depending on the successful candidate’s current financial package, skills and experience, we may be able to facilitate a higher starting salary.

In addition to basic pay we also have an excellent pension scheme, with an employer contribution of 19%. As an employee you will pay a pension contribution rate between 5.5% and 10.5%. This is a contributory scheme with the contribution rate linked to salary. For further information visit the NILGOSC website. We also offer access to the NILGOSC Prudential Additional Voluntary Contributions (AVC) scheme which has a number of additional benefits.

Increments

Increments are normally payable from 1 April in each year, subject to satisfactory service.

Location*

The substantive base locations for the Office Manager role will be Cloughfern Depot, Newtownabbey or Coleraine Office. One of the Cloughfern posts will be initially based in the Shankill Office covering the West Belfast contract. The role includes regular travel throughout NI.

Hours*

The contractual hours are 37 hours per week and are normally Monday to Friday, 9.00 am to 5.00 pm.

A flexible Working Hours Scheme is in operation with core hours of 10am-12pm and 2pm-4pm and we also seek to enable our people to work flexibly in respect to when they work*.

In line with our commitment to flexibility we are happy to discuss this with the successful candidate with options being dependent on the nature of your role.

Annual Leave

You will be entitled to a minimum of 23 days annual leave per year. The leave year runs from January to December, and you will also be entitled to 12 public holidays.

Probation

Your employment will be subject to a satisfactory completion of a probation period of 6 months during which time your progress will be monitored, and feedback will be provided. You will be obliged to follow all the procedures and rules laid down by the Housing Executive.

Period of Notice

You may terminate your employment by giving one month’s notice in writing, terminating on the last day of a calendar month. If your employment is being terminated, the period of notice to be given will be as recommended for Local Government Officers in line with terms and conditions.

Other Benefits

There are many benefits of working for the Housing Executive including:

• Learning and development opportunities

• Flexible working and family friendly policies

• Volunteering and fundraising policy

• Cycle to Work Scheme

• Onsite Occupational Health services which includes flu jabs and complementary Fitech health and wellbeing assessments

• Inspire Workplaces – providing free, confidential counselling and support to employees 24/7

• Corporate gym membership, fitness classes and access to our in-house gyms available at Housing Centre, Belfast and Marlborough House, Craigavon.