office administrator job

BCMB is recruiting for an Office and Facilities Manager

BCMB is recruiting for an Office and Facilities Manager (initial 9 month contract). Please see below for the advert, job description, person specification and hours/rates of pay (internal candidate currently acting up into this role).

Closing date: 5pm on Monday 5th of June 2023.

Interviews: Wednesday 7th of June at BCMB 

To apply: Please send a CV and covering letter giving your reasons for applying and why you feel you are suitable for this role, to Sarah Mclellan course lead tutor and HR Trustee at sarahmclellan20@gmail.com


Office and Facilities Manager

The Bristol College of Massage and Body Work is looking for an experienced individual to join the College as an Office and Facilities Manager. The work is varied and complex, involving organisation and management of the college’s courses, clinics and premises. Applicants will have a proven ability to be highly organised, plan and work collaboratively. 

BCMB has a mission to help people fully inhabit their bodies, through: 

  • High quality, person-centred training in massage and body work. 
  • Courses at introductory, professional and advances levels.
  • Low cost clinics.
  • Highly skilled practitioners.
  • Outreach in the community.

Office Manager Duties:

Strategic:

  • Support the Management Group (MG) in implementing the strategic direction, financial planning and course management of BCMB.
  • Share ideas, information or issues that need addressing at MG level, via HR Manager and occasionally at MG meetings. 
  • Responsible for the day to day (practical) decision making in the office. 

Line Management and HR

  • Day to day tasking and support of the Administrative Officer, and ad hoc office staff, in liaison with the HR Manager. 
  • Weekly setting of workload, direction and prioritisation for office staff. 
  • Liaison with HR Manager on wider staffing issues, difficulties and oversight.
  • Day to day collaboration with Marketing Officer and HR Manager. 
  • Overseeing the payment of PAYE and wider staff wages and fees.
  • Manage student information, ensuring compliance with data protection and GDPR, in liaison with MG. 
  • Taking direction and support from HR Manager and Management Group. 

Customer Service:

  • Overseeing and when needed dealing and enquiries face to face, via email, post, telephone and video conferencing (e.g ZOOM) 
  • Working alongside HR Manager to oversee and ensure the efficient management of the College’s training programme and activities including:
  1. Planning and overseeing training programmes with course leaders:

Ensuring the Administrative Officer effectively oversees the smooth delivery of:

Courses:

  • Applications and bookings.
  • Payments and invoicing.
  • Preparing course materials; including printing arrangements, collating course packs and ensuring monthly course logistics are carries out.
  • Ensuring the college database and course spreadsheets are updated.

Clinics:

  • Full support to College’s student and graduate clinics. 
  • Planning and overseeing clinic sessions.
  • Liaising with students, graduates and course leaders.
  • Taking bookings and payments.

B. Workshops:

  • Arranging logistics with external national and international tutors.
  • Overseeing the booking and logistics of new and current workshop in liaison with MG (PTC Lead).
  • Working with PTC lead to plan the workshop calendar annually.
  • Working with PTC lead and in liaison with the Administrator to provide college wide overview of courses and sharing of good practice. 

C. Marketing of clinics and courses day to day – Broader marketing held and managed by the Marketing Officer under the direction of the HR Manager and MG. 

Alongside the HR Manager and in liaison with the Marketing Office to ensure:

  • Maintenance and day to day updates to website.
  • Arranging advertising
  • Delegating any administration of digital marketing tasks. 
  • Regular mailings to the BCMB database i.e. newsletter

Marketing: 

Liaise and feed into branding development.  Liaise with MG and Marketing Officer, along with HR Lead. Delegate and allocate Administrator tasks in relation to branding and marketing. 

Accounts and Finance:

  • Work with the MG and HR Manager to oversee the daily financial management of the College, including delegation of appropriate tasks to the Administrator. 
  • Day to day management of accounts, ensuring efficient payment and raising of invoices, reporting bank balances, monthly reconciling and management of accounts via Zero. 
  • Logging and reporting PAYE holidays and sick days. 
  • Liaise with College accountant along with HR Manager and MG.

Facilities and IT Management:

  • Act as in-house expert for Xero and MBO.
  • Act as project lead for IT improvements and liaison with IT suppliers.
  • Liaise with external suppliers to maintain College equipment.
  • Overseeing the  monitoring and ordering of supplies and stock.
  • Arranging maintenance as required of College’s resources. 
  • Day to day communication with the Landlord as required and alongside the HR Manager.

Legal:

  • Undertake delegated tasks from MG in relation to compliance issues.
  • With MG, develop the annual calendar of dates to check for changes, updates and actions.
  • Delegate appropriate administrative tasks to Administrative Officer. 

Other duties as and when required.

Person Specification

Essential Skills:

  • Excellent organisation, skilled at prioritisation, planning and tasks management. 
  • Able to work under pressure and manage the changing flow of workload.
  • Ability to delegate.
  • Excellent customer service skills in dealing with a diverse range of people.
  • A flexible team worker, able to both support, collaborate and task fellow office staff.  
  • Able to receive and seek support and follow direction from line management.
  • Excellent communication and interpersonal skills, face to face; in writing and on the phone/zoom. 
  • Able to maintain confidentially and sensitivity at all times.
  • Experienced in effectively managing conflicting demands and priorities. 
  • Good attention to detail.
  • Good IT skills and experience, including website management, use of database, office 365 and other software specific to the college (training will be given).
  • Ability to plan, think ahead and work to a timetable of activity. 

Desirable Skills:

  • Interest in massage and or complimentary therapies would be beneficial but not essential.

Terms and Conditions: 

  • 3 days a week (21hrs): 9am – 5pm (Lunch break 1-2pm) – days can be negotiated.
  • Salary: FTE 27,000 pa (pro rata)
  • 4 weeks holiday + bank holidays (pro rata) – increasing to 5 weeks after 1 year 
  • Sickness pay: up to 5 days uncertified; thereafter SSP applies.
  • Pension: voluntary opt in (Nest), details can be discussed at interview.

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