A vacancy for a part-time (four days per week) Office Manager has arisen at our RSPB Scotland HQ on a 2-year contract. This opening arises at a time of change for both the office and staff, as we move to hybrid ways of working and a change to what people expect from the building and the resources within it.
The successful candidate will undertake the following: Help reorganise and plan layouts for the office in line with new ways of working. Creatively plan spaces with our office furniture supplier so that the office is safe, welcoming and productive when open to more staff. Plan maintenance to ensure the building is compliant with relevant legislation and tenancy agreements and that RSPB receives value for money. Deal with unplanned maintenance issues and breakdowns as quickly and efficiently as possible to ensure core work is not affected, and to keep staff informed of issues and timescales for rectification. Manage the buildings maintenance budget to ensure all services are provided in a cost-effective way (including gas, electricity and water) and that all legally required paperwork is up to date. Maintain asset registers for equipment. Ensure compliance with relevant legislation (e.g. Disposal of Waste, Use of Refrigerant Gases, Legionella, Asbestos) and ensure relevant records are in place. Undertake projects relating to the office. Organise some staff events to help staff feel welcomed in the office which could include some inductions. Ensure that the office operates in accordance with RSPB’s environmental procedures and ensure that the “Green Dragon” accreditation is maintained and improved upon. Manage the office/reception functions and that a professional service is provided to staff, volunteers and visitors. In some cases, provide PA support to the Head of Fundraising & Communications. Manage a small team of admin staff and volunteers as required.
What we need from you:
We are seeking a candidate who has experience of managing an office who wants to develop into a facilities role and has the ability to learn quickly. They will be well organised and use their excellent communication skills with a wide audience including RSPB staff and volunteers, suppliers and contactors, a range of building professionals and colleagues at all levels within the Society. They will bring order, calm and fun to the working environment.
Organisational skills will be used to ensure that all records, some of which are legally required, are kept up-to-date and that the resources required by colleagues, such as stationery, fleet vehicles, printing and postage are readily available to them.
Essential skills, knowledge and experience: Good level of literacy. English to GCSE or equivalent grade at A-C grade Knowledge of Microsoft Office applications (especially Outlook, Word, Excel and PowerPoint), plus the ability to impart this knowledge on to others. Knowledge of IT & network systems Knowledge of budget management and working with suppliers. Ability to develop creative solutions to problems. Able to deliver high level of customer service. Ability to use own initiative. Able to communicate verbally and in writing to all levels of the organisation. Experience of organising administrative support
Desirable skills, knowledge and experience: Interest in nature conservation Knowledge of building and building services legislation and best practice. Knowledge of office-based H&S legislation Able to deal with confidential and sensitive information appropriately. Experience in an office manager, facilities manager, or senior administrative role/similar. Ability to organise and prioritise competing objectives whilst, remaining calm under pressure and excellent organisational skills
This is a Contract, Part Time role for 2 years, for 30 hours per week. The RSPB reserves the right to extend or make this role permanent without further advertising dependent on business needs at the end of the contract term.
Please note that we are actively recruiting for this position and reserve the right to close this vacancy once sufficient applications have been received.
Should you have any queries about this vacancy, please contact