Job Description

JOB OVERVIEW

We are seeking a highly organised and proactive Office Manager to oversee the daily operations of our office. The ideal candidate will possess strong communication skills and demonstrate effective team management abilities. This role is essential for ensuring smooth administrative processes and fostering a productive work environment.

Office-based at Charity Head Office, Royal Aberdeen Children's Hospital, occasional travel to Highland Office, Raigmore Hospital, Inverness and Tayside Office, Ninewells Hospital Dundee.

PRIMARY RESPONSIBILITIES

Executive Office

Providing basic administrative support to the executive management team and trustees. Organise, facilitate, and administer all charity meetings, including Board, Trustee, sub-committee, staff, and fundraising team meetings. Follow up and manage through all agreed actions and deliverables.

Office Administration, Management & Governance

Supporting event planning for charity events (including fundraising events, ACBS conferences etc). Setting up processes to support delivery of charitable initiatives and projects e.g. emergency out-of-hours resources for families in crisis; folders for medical and surgical wards Procurement and stock management of office supplies and charity merchandise within budget requirements, whilst ensuring quality fit for purpose goods are supplied. Management and administration of managed services for example, IT services, procurement of hardware, and software, etc, including ongoing auditing and tracking of company equipment. Ownership of the Archie Information Portal (SharePoint), including training and supporting colleagues in best practice for recording and storing documents. Ownership of the charity website and social media accounts (with input and support from the fundraising team) including online shop management and order fulfilment. Implement and manage processes and procedures that underpin the overall governance of the organisation. Build and develop strong relationships with all stakeholders, including members of sub committees and volunteers to facilitate the delivery of charity objectives. Helping to shape and implement positive company culture and values that ensure the safety, welfare, wellness and health of staff at all times.

HR

Collaborating with the Executive Management Team to ensure a strategic and coherent approach to people management across all areas of the charity. Providing leadership and administrative support across the full HR lifecycle including. Recruitment and selection process, and onboarding new employees. Administration of employee-related paperwork, updating of charity's HR Software (BreatheHR). Assisting with Employee relations, engagement, and performance management. Assisting in identifying and addressing development and training requirements. Monitoring and reporting on various aspects of an employee's performance, such as attendance and sick leave.

Skills and Abilities

Excellent planning, organisational skills, and attention to detail. Ability to manage multiple priorities. Excellent interpersonal, written, and verbal communication skills, including the ability to work with a wide range of external and internal stakeholders. Ability to find creative solutions to problems. Excellent empathetic skills with the ability to deal with difficult issues sensitively. Willing to undertake additional responsibilities in line with the development and needs of the charity. Handling highly confidential information in an honest and trustworthy way. Highly motivated with a positive attitude. Ability to work on own initiative, as well as part of a team.

HOURS OF WORK

34.5 hours per week. Occasional additional hours where time off in lieu will be granted.

Job Types: Full-time, Permanent

Pay: 27,000.00-32,000.00 per year

Benefits:

Bereavement leave Company pension Cycle to work scheme Health & wellbeing programme Life insurance On-site parking Sick pay Store discount
Schedule:

Monday to Friday
Licence/Certification:

UK Driving Licence (required)
Work authorisation:

United Kingdom (required)
Willingness to travel:

25% (preferred)
Work Location: In person

Application deadline: 08/08/2025