Business Manager

Role Purpose

To manage the smooth running of the office and premises, manage health and safety, administrative support to the advice service, and oversee volunteer administrators and receptionists. The Business Manager will manage the IT and telephony providers, manage premises-related costs, and support the training of new receptionists and admin volunteers. This role requires initiative, flexibility, a willingness to support colleagues across the organisation, and strong communication skills.

Key Responsibilities

● Office Management: Oversee day-to-day office operations, ensuring the office is well-maintained and administrative processes are efficient.

● Health and Safety: Serve as the health and safety competent person, maintaining compliance with statutory provisions and overseeing related policies and procedures.

● Premises Management: Manage CAL’s tenancy obligations for the maintenance and security of the premises, seek approval for and coordinate repairs, and monitor cleaning services. Track and report premises-related costs.

● Reception Organisation: Ensure reception operations are effective, providing training and support to receptionists to appropriately support the drop-in services.

● IT and Telephony Liaison: Manage the day-to-day contact for IT and phone issues, coordinating with the external ICT support provider to resolve problems and implement improvements. Monitor performance of IT and telephony suppliers and identify and propose improvements and cost savings as well as planning for essential spend to maintain services and report to the Head of Advice.

● Google Drive and Filing Organisation: Manage the digital filing system using Google Drive, ensuring files are organized, accessible, and up to date.

● Administration Support: Provide administrative support, including minute-taking, document management, and data entry as needed.

● Volunteer Supervision: Supervise and support volunteer administrators, ensuring they are properly trained and integrated into the team.

● Communication: Foster effective communication within the team and with external stakeholders, ensuring clarity and collaboration.

● Flexibility and Support: Demonstrate flexibility in supporting team members as needed, undertaking all duties relevant to a Senior Administrative role to ensure smooth service delivery across the organisation.

● To undertake any other duties which are compatible with the functions of the post.

Person Specification

Essential:

● Commitment to Citizens Advice Lewisham’s aims and principles.

● Strong organizational and multitasking abilities.

● Experience of budgets and service delivery and development within budget.

● Demonstrate effective and efficient ways of working.

● Ability to use initiative and problem solve.

● Strong office management experience, including working with IT and telephony systems.

● Experience in a similar senior administrative or support role.

● Knowledge of health and safety regulations and procedures.

● Excellent communication skills, both written and oral.

● Ability to work independently, using initiative and problem solving and as part of a team, demonstrating flexibility and a willingness to support colleagues.

● Proactive, approachable, and professional attitude, with a commitment to continuous improvement.