Office Manager
The Office Manager will be a key member of the Helen Bamber Foundation Group. This is a broad role working with a wide range of staff and contacts within and outside the group. The postholder will be responsible for coordinating and ensuring that our office space and facilities are maintained in a safe, clean, and secure environment. They will have overall ownership of the office with regards to the day to day running and ensuring health and safety compliance, and with the support of their team. They will ensure our staff and clients are able to enjoy a safe and comfortable environment. They will be the main point of contact for I.T, Facilities and clients services across the group.
They will act as Site Safety Officer for the premises ensuring compliance with Health and Safety Procedures, as directed by the CEO.
The Office Manager will manage the Client Services Team including volunteers. This role will also oversee freelance interpreters working with Helen Bamber Foundation Group.
MAIN DUTIES AND RESPONSIBILITIES
Facility Management:
- Act as site manager ensuring that the office is in a state of operational readiness. This will include procuring and organising premises maintenance , cleaning services, communication systems and other support services as required to meet local needs.
- Responsible for local premises security and liaison with fire and police services and local alarm providers
- Managing local contractors, landlords, suppliers, and other agencies as necessary; identifying improvements and ensuring best value in procurement.
- Working effectively with the landlord’s facilities team in relation to building related issues and for any building repair and maintenance issues.
- Ensure that office equipment is operating effectively and efficiently and maintain a sufficient level of office furniture, resources, supplies and stationery
- Oversee and manage the documentation of minor repairs, renovations and decorations.
- Ensure core facilities like water and heating are maintained.
- Manage, monitor, and maintain the room bookings system for all users at the office.
Office Management and IT:
- Supervise and approve contracts and providers for services such as consumables, minor office renovations and cleaning.
- Lead in the procurement and ordering of office equipment and stationery, office and IT equipment and consumables in the most cost-effective manner.
- Track staff issues and requests about the building, office facilities, fixtures, and fittings, and ensure they are responded to in a timely manner.
- Act as a main point of contact for our outsourced IT support services supplier, providing onsite support for IT upgrades and installation of hardware and software
- Assist staff and volunteers across the group with local IT needs including set up for meetings and local diagnostics of minor IT issues
- Manage local IT assets and ensure the allocation or devices for new starters across the group and partnerships
- Conduct annual review in liaison with IT Support Service provider of the health of devices and carry out any necessary action as a result.
- Create, develop and maintain appropriate office administrative and business support systems, in conjunction with other teams to ensure consistency of systems and procedures across the service
Financial Management:
- . Oversee the processes of petty cash payments, staff and client expense claims, invoices and other project related expenses
- Working with Finance to ensure accurate financial records are kept and compliance is achieved
- Work with the Finance team to ensure that invoices related to office and facility management are processed.
- Managing the group’s budgets for items such as stationery, refreshments, equipment, cleaning, and maintenance
- Managing monthly collation and processing of timesheets and associated paperwork for all freelance interpreters used by the Helen Bamber Foundation team, including interpreters’ timesheets and agencies invoices
- With the Finance team, organise weekly trips to the bank to get cash for client expenses for the Group, on occasion collecting the cash from the bank personally.
Health and Safety & Security:
- Ensure compliance with Health and Safety procedures, in liaison with the Director of People and the CEO
- Act as Site Safety Officer (SSO) for the group, ensuring the office complies with all relevant health and safety and fire safety regulations and standards.
- Oversee the health and safety responsibilities within the office premises, staying updated on changes in health and safety legislation.
- Review and maintain documentation of risk assessments, health and safety checks and fire evacuation plans.
- Ensure the office has on site first aid provision, designated trained first aiders and fire warden/s
- Organise the delivery of relevant H&S training such as first aid and fire marshal training
- Undertake weekly, monthly and annual checks and tests of office facilities including fire alarm sounder and panic alarm checks.
- Ensure staff across the group receive sufficient H&S inductions including the completion of relevant forms and documentations
- Ensuring all equipment and furniture is compliant with Health and Safety regulations at the office
- Ensure all employees are aware of all relevant health and safety office procedures.
- Ensure the office is kept clean, tidy, and free from hazards and maintain safe working conditions for all employees and clients.
- Manage Eyecare Vouchers Procedure in line with the DSE regulations
- Manage the group’s annual Winter Flu Vaccination Programme
- Act as one of several office KeyHolders by being responsible for locking up the office two (no less than two times a week) when the office closes at 6pm.
- With the CEO, act as an emergency contact for any emergency security / building related issues out of hours.
The first stage is to complete on our online application form on our website by 10am on Thursday 4th December 2025.
The website form will ask you to:
- Upload a short covering letter. Please tell us why the position appeals to you, and how your relevant skills and experience, including any voluntary experience and lived experience, matches the listed responsibilities and person specification. Please also state in your covering letter when you would be available to start the role.
- Upload your current CV
- Complete an online Equal Opportunities monitoring form – completion of this form will help us ensure that our recruitment procedures operate in such a way as to provide genuine equality of opportunity. The questions are entirely optional and this information will not be available to members of the selection panel.
SELECTION PROCESS
We will invite candidates to an initial 15-minute online screening meeting on either Wednesday 10th December or Thursday 11th December 2025 followed by shortlisted candidates attending in-person interview on Tuesday 16th December. We will also ask you to complete a short exercise on the day.
At Helen Bamber Foundation Group we want to be transparent about what kind of qualities we are looking for and build trust from the very beginning of your journey with us. The first step is your interview, and we mean ‘your’ interview so we will provide you with your interview questions ahead of the interview. This will allow you time to prepare, and ensure you have your best examples in mind.
Equal Opportunities
Our commitment to principles of equity, diversity and inclusion is an integral part of our approach to our clients, our volunteers and our staff, and we are an equal opportunities and Living Wage employer. We are committed to attracting and recruiting diverse candidates because we are keen to make sure that all our staff, trustees, volunteers and ambassadors reflect the communities we serve and the wider community we work in.
We genuinely welcome and encourage applications from a range of backgrounds, especially people of colour, people with disabilities, people from low socio-economic backgrounds, refugees, stateless people and others with lived experience of forced migration or trauma.