Office Manager

On behalf of our client, we are seeking an experienced Administrator to provide comprehensive support to the Directors and Manager, ensuring smooth day-to-day operations across administration, accounts, payroll, and staff records.

Key Responsibilities

Administration & General

• Act as first point of contact for telephone calls and visitors.
• Manage and maintain documentation, files, and archives.
• Prepare reports, correspondence, and statistical returns as required.
• Keep the Directors and Manager fully informed of relevant matters.
• Allocate and oversee the daily tasks of the Admin Assistant.

Staff Records

• Maintain accurate and up-to-date personnel files.
• Record and monitor holidays, sickness, and absences.
• Prepare and issue contracts of employment and amendments.
• Process staff leavers and ensure records are updated and archived.
• Calculate holiday entitlements for starters and leavers.

Payroll

• Maintain timesheets, sickness, and holiday records.
• Prepare monthly payroll input for submission to the payroll bureau.
• Distribute pay slips and maintain pay-related documentation.
• Prepare monthly payroll journals.

Accounts

• Manage and maintain both computerised (Sage) and manual accounts.
• Oversee petty cash and monthly reconciliations.
• Prepare resident/client fee calculations and invoices.
• Maintain purchase and sales ledgers, ensuring timely invoicing and payments.
• Monitor debtors and highlight issues to the Directors.
• Process corrections on Sage as required.
• Conduct monthly bank reconciliations.
• Produce monthly payment schedules.
• Resolve account-related queries and assist with year-end accounts.

Enquiries & Admissions

• Ensure all enquiries are logged and followed up appropriately.
• Maintain accurate enquiry records and assist with progress tracking.
• Prepare documentation for admissions and discharges.
• Liaise with external stakeholders as required.

Maintenance Coordination

• Maintain accurate maintenance records.
• Liaise with suppliers and contractors to arrange repairs and servicing as directed.