Office Manager

Location: Isbourne House, 3 Wolseley Terrace, Oriel Road, Cheltenham GL50 1TH
Employment Type: Full Time (Part-time considered, minimum 30 hours per week)
Reports To: Chief Executive

Job Purpose:

The Office Manager is responsible for the smooth running of Cheltenham BID’s
office, including administrative operations, purchase orders, HR and compliance
tasks, and facilities management. This role supports the Chief Executive and wider
team, coordinates board and member-related activities, and ensures efficient
office systems and procedures are maintained.

Key Responsibilities:

Office Administration and Operations:

• Oversee day-to-day office operations, ensuring the office is well-maintained, safe, and efficiently run.
• Coordinate board and team meetings, including preparing agendas, circulating papers, and taking minutes.
• Maintain and update internal policies and procedures, ensuring staff awareness and compliance.
• Monitor and manage office communications channels, including email and phone.
• Manage office supplies, equipment, recycling processes, and service contracts.
• Manage car parking applications and other operational requests.
• Monitor email inboxes as required
• Liaise with contractors, suppliers, and service providers, making day-to-day operational decisions within agreed budgets.
• Maintain office IT systems, shared drives, and software, providing first-line support to staff.

Health, Safety, and Compliance:

• Serve as designated First Aid Officer and Fire Marshal for the office.
• Maintain the risk register, monitor health and safety compliance, and coordinate regular checks.
• Ensure adherence to statutory requirements, internal policies, and best practice.
• Identify and implement improvements to office procedures, workflows, and safety protocols.

Finance and Administration:

• Raise purchase orders and invoices, monitor payments, and assist with expenses claims.
• Maintain accurate records of contracts, leases, and agreements, ensuring timely renewals.
• Provide regular operational and financial updates to the Chief Executive as required.

HR and Team Support:

• Assist with HR administration, including onboarding, staff records, and other personnel processes.
• Support recruitment, training, and staff welfare activities as required.
• Act as first point of contact for staff queries, escalating issues when necessary.

BID Member and Project Support:

• Provide administrative support for BID projects, events, and member activities, including logistics coordination and record keeping.
• Assist with communications and queries from BID members, ensuring prompt and professional responses.
• Support event planning and coordination, including venue booking, catering, AV setup, and volunteer coordination.
• Track project deadlines and budgets, flagging any issues to the Chief Executive

Person Specification:

Essential Skills and Experience:

• Proven experience in office management, administration, or a finance- related role.
• Strong organisational skills with the ability to manage multiple tasks and priorities.
• Financial experience, including managing invoices, budgets, and financial reporting.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).

Desirable Skills and Experience:

• Familiarity with accounting software (e.g., Xero).
• Understanding of the Cheltenham business landscape or local business environment.

Personal Attributes:

• Proactive, detail-oriented, and able to work independently.
• Highly organised, with strong attention to accuracy.
• Trustworthy, discreet, and able to handle confidential information.
• Adaptable, flexible, and able to support a variety of tasks and team members.

Please click APPLY NOW and email your interest!