Main duties:

• Act as first point of contact for visitors and manage telephone calls.
• Assist with all aspects of administrative management, directory maintenance, logistics (travel arrangements, flights, visas, and hotel bookings), equipment inventory and storage.
• Manage inventory of assets and supplies, monitor critical level of office stocks, source for suppliers and receive invoices.
• Perform general office support, by ensuring smooth running of facilities in liaison with the landlord and resolving day-to-day administrative problems.
• Schedule and coordinate meetings, interviews, events and other similar activities that include arrangement of catering, presentation equipment, room booking, and marketing material.
• Organize meetings and take minutes as required.
• Prepare meeting minutes, meeting notes and internal support materials.
• Deal with all enquires and correspondences via mail, email, telephone and fax.
• Prepare business correspondence (using word processing, spreadsheet, mail merge and presentation applications).
• Manage the filing of office files relating to rent, contracts with suppliers and service providers, and trustees minutes.
• Keep track of employee holiday (earned, sick and other leave).
• Receive, authorize and maintain financial records relating to all incomes and expenditures for Qatar Charity UK on a monthly basis.
• Manage petty cash for small office purchases.
• Liaison with the Accountant for all financial and accounting matters.
• Support the charity’s archive function by archiving relevant marketing material.
• Maintain, build and update mailing databases.
• Support the DG in maintaining the Events Calendar and deliver on planned activities.
• Arrange appointments and keep the DG’s diary up to date.
• Organise induction programmes for new employees.
• Maintain employee contracts, with contact and identification details, renew these when and as required.
• Maintain intern and volunteer records.
• Ensure health and safety policies are up to date.

1 year fixed contract. Possibility of extending this.

The successful candidate must be legally allowed to work in the UK.

For more information, please go to http://qcharity.org.uk/office-manager/.