Office manager/pa - united kingdom, bolton, manchester

our client is looking for a hardworking and enthusiastic office manager/pa to play a key role within their team in bolton.

office manager/pa

bolton, bl1 1sb

part time, permanent

£24,157 pro rata

24 hours per week

please note: applicants must be eligible to work in the uk

our client is a producing theatre situated in the heart of bolton.

they are currently looking to hire an office manager/pa to join their team. this role offers the opportunity to work in a creative and busy environment supporting every department and senior leaders to keep the organisation running smoothly.

the role is office based. the client is open to considering hybrid (a mix of office and home based) working arrangements and flexible working hours. this is a job share and the successful candidate is expected to work mondays, tuesdays and one other day by negotiation.

main tasks and duties:

office management

ensure effective office systems and procedures are in place for all colleagues to work safely and efficiently, including rotas for shared responsibilities such as absence cover, kitchen duties, and note-taking for meetings.
manage office it services: acting as point of contact with the it provider (currently apex computing); handle all routine it management tasks; liaise with the facilities manager on hardware and infrastructure issues; and support the head of finance and business in managing the ict plan and budget for the organisation.
administer the organisation’s organisational systems (currently yesplan, beeple, docusign and zoom) including negotiating provider contracts, training new users and configuring system options.
manage the organisation’s filing, archiving and retention policies (paper and digital).
manage room bookings: ensure the theatre diary system is up to date, provide updates to staff on room bookings and availability, and handle external enquiries and bookings.
complete risk assessments for office environments and equipment and ensure safe working practices are adhered to by all colleagues.

human resources support

manage systems for recruitment, new starters, and contract changes: training and supporting line managers where necessary.
track the status of contracts and hr documents across the organisation and jointly administer (with the finance manager) the hr management system (currently moorepay).
track the status of staff training across the organisation and organise training as required.

support for the chief executive and artistic director

manage diaries including scheduling all appointments and meetings, preparing itineraries, and organising travel, accommodation, and logistics.
secretarial support including preparing documents, filing, drafting correspondence, and dealing with postal, telephone and email enquiries.
provide administrative support on identified projects and networks the chief executive and artistic director are leading.
process expenses, liaising with the finance department as necessary.

general:

maintain high standards of confidentiality and professionalism when dealing with sensitive or private information.
constantly ensure smooth hand over and communication arrangements with the job share colleague.
be an effective representative of the octagon in all situations, demonstrating the highest level of customer care and promoting the theatre’s work and fundraising.
working in the best interests of the octagon and in accordance with company policies including health and safety, safeguarding and it.

other duties may be necessary to fulfil the purpose of the post.

experience/qualifications:

at least three years’ full-time experience (or equivalent) working in an administrative role including a range of office tasks and it systems.
scheduling diaries, drafting correspondence, organising and minuting meetings.
fluent in use of microsoft office
attention to detail including proof reading and data accuracy.
using it systems including the confidence to learn new software and assist others.
good literacy and numeracy skills.
communicating with different people in person, on the phone and in writing.
working well with other people including negotiating and influencing when needed.

benefits:

childcare vouchers
loans for season tickets and parking costs
complimentary theatre tickets
staff discount in the octagon kitchen & bar

how to apply for the role:

if you have the skills and experience required for this position, click “apply” today and check your inbox for an email providing more information on how to tailor your application and provide a cover letter or any supporting documents.

you must be eligible to work in the uk. no agencies please.

other suitable skills and experience includes administration, administrator, admin, receptionist, theatre, office, office administrator, office manager, executive assistant, personal assistant, admin assistant

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