Office manager

Job Description


Job Purpose

The Office Manager is the organisational anchor and enabler of Nishkam Civic Association (NCA). The role exists to ensure the smooth, disciplined, values-led and compassionate functioning of the organisation’s administrative and office systems, enabling leaders, staff, and volunteers to focus fully on service delivery, safeguarding excellence, apprenticeships, and community impact.

Acting as the organisation’s organisational ‘glue’, the Office Manager brings order, clarity, consistency, and reliability to governance systems, documentation, coordination, and communication. The role strengthens the infrastructure that sustains mission delivery while reflecting NCA’s values of compassion, humility, integrity, and service (Sewa).


Key Responsibilities


1. Office Administration and Coordination

· Oversee effective day-to-day administration of the office.

· Act as the central coordination point for administrative activity.

· Ensure systems are practical, proportionate, and values aligned.

· Maintain a calm, welcoming, Safe, and professional working environment.


2. Governance and Leadership Support

· Provide structured administrative support to the Managing Director, Chair of Trustees, and CEO.

· Coordinate board and committee meetings.

· Prepare agendas, circulate papers, and maintain accurate minutes and action logs.

· Maintain governance documentation, registers, and filing systems.


3. Policy and Document Control

· Maintain organisational policies and procedures.

· Ensure version control, accessibility, and consistency.

· Track policy review cycles and updates.


4. Compliance Administration

· Maintain compliance trackers and statutory deadline registers.

· Prepare documentation for audits, inspections, funders, and regulators.

· Maintain safeguarding and training records (administrative tracking only).


5. HR Administration Support

· Maintain accurate staff and volunteer records.

· Support recruitment documentation and onboarding processes.

· Track DBS, training, and compliance documentation.

· Maintain Single file register

· Maintain confidentiality at all times .


6. Finance Administration Support

· Process invoices and expense claims in line with procedures.

· Support financial data preparation for reporting (administrative support only).


7. Facilities and Systems Coordination

· Coordinate communication with facilities providers and contractors.

· Maintain maintenance and service logs.

· Manage and coordinate smooth operation of housekeeping and front of house & reception teams

· A safe and conducive environment

· Liaise with IT providers and requests


8. Organisational Continuity and Culture

· Act as cross-team connector and communication support.

· Anticipate administrative risks and address proactively.

· Uphold confidentiality, professionalism, and Nishkam values.


Key Performance Indicators (KPIs)

· Accurate and timely governance documentation and board support.

· Up-to-date compliance trackers and documentation systems.

· Efficient coordination of administrative processes.

· Positive staff and trustee satisfaction regarding administrative support.

· Policies and documentation maintained with clear version control.



Requirements


Person Specification


Essential

· Proven experience in office management or senior administrative roles (3+ years).

· Strong organisational and coordination skills.

· High level of discretion, integrity, and reliability.

· Experience supporting senior leaders or boards.

· Understanding governance and compliance environments.

· Strong written and verbal communication skills.

· Highly proficient IT skills

· Alignment with NCA’s values and mission. https://ncauk.org/vision-and-mission/

· Familiarity with safeguarding, HR admin, and GDPR processes


Desirable

· Experience of facilities management

· Experience within a charity, faith-based, or values-led organisation.

· Experience supporting audits or funder reporting processes.

· Experience of Health & safety management



Benefits

* Employers Pension Scheme 6% Match
* Prayer and Reflection room
* 22 Days Annual leave + 8 Days bank holidays
* Staff Appreciation and Grattitude Policy



Requirements
CRITERIA E D Method of Assessment Formal Qualifications 1. Degree level 2. Degree level education App Form App Form Experience 1. Have minimum of 2 years’ experience of Energy advice or welfare benefits, money advice, Debt & Housing case work 2. Highly motivated professional with excellent communication and inter-personal skills. 3. Self-starter with strong organisational skills 4. Understanding of the issues involved in supporting and interviewing vulnerable clients in relation to fuel poverty and associated issues. App Form App Form/Int App Form/Int App Form/Int Skills and Abilities 1. Good verbal and written communication skills. 2. Proficient skills in the use of Microsoft office and CRM systems 3. Excellent presentation skills 4. Strong presence with the ability to build effective relationships under challenging circumstances. 5. Ability to use IT in the provision of advice and to prepare reports and analysis for the project. 6. Must be able to speak Punjabi, Hindi, Urdu or Bengali App Form/Int App Form/Int Int /presentation Interview / assess App Form/Int Training 1. Evidence of Continuous Professional Development / update knowledge of casework 2. Current Safeguarding and Prevent training App Form/Int App Form/Int Safeguarding 1. Will require enhanced DBS clearance App Form/Int/ Checks Other 1. Driving license and access to a car. 2. Some evening and weekend work may be required App Form/Int E = Essential App Form = Application Form D = Desirable DBS = Disclosure and barring service Int = Interview