Job Title: Office Manager

Hours: Full Time

Employer: Harlow Health Centres Trust

Reporting to: Chief Executive

HARLOW Health Centres Trust is a not-for-profit charitable trust, providing multi-disciplinary primary care facilities. The facilities are leased by GP and other health service providers. 

HHCT became a charity in 1994 after taking over from the Nuffield Trust. All the original health centres have been rebuilt. We now have two employees and six volunteer trustees managing an estate made up of the following Health Centres: Addison House, Florence Nightingale, Keats House,  Nuffield House, Sydenham House and the latest building which was completed in October 2018, Lister House. Surplus funds help us to provide grants and donations to local initiatives for health and wellbeing purposes.

An opportunity has arisen for an Office Manager, working with colleagues in the Trust and the wider team to supply a competent level of varied clerical and finance support, to help promote a safe and compliant estate and  consistently deliver a “client-focused” service which promotes good relationships with our tenants.

Hours: 37.5 per week

Salary: £35,000 – £38,000 per annum

Base: Harlow

Purpose of the Role:

1. To provide administration support to the Trust and general day to day management of the Trust office.
2. Maintain office systems including financial processes.
3. Manage the Trust’s financial accounting and reporting by collating information, producing and submitting reports to prescribed deadlines to be fully compliant with the Charities Commission and all financial regulatory authorities.
4. Ensuring accurate invoicing and payment of contractors.
5. Provide support to the CEO and Operations Manager

Job Duties:

• Promote the principles of the Trusts strategy and policies by organising strategy meetings, summarising information, diarising action points and ensuring follow up, preparing, reviewing and maintaining policies, traveling to other health centres and attending meetings.
• Coordinate the smooth running of the office and office processes
• Responsible for Trusts financial accounting and reporting by collating information, producing reports and submitting reports and utilising automated systems to maintain accurate records.
• Schedule, agenda and minute and record all Board meetings in partnership with the Chair. Enlist the support of all appropriate Trustees to assist in key Stakeholder management. 
• Organise the AGM.
• Assists in the preparation of the Trusts Annual Review by collating information and presenting information in the prescribed format within prescribed deadlines. 
• Organises work by reading and routing correspondence, collecting information, initiating telecommunications.
• Maintains CEO schedule by maintaining calendars arranging meetings, conferences, teleconferences and travel.
• Completes requests by greeting clients, in person or on the telephone; answering or referring inquiries.
• Utilise and maintain a good working knowledge and understanding of policies, protocols and procedures and play an active part in ensuring these meet the requirements of the team.
• Manage the generic email boxes and take telephone calls as the first point of contact for enquiries; dealing with complex and sensitive information. 
• Communicate and engage with internal and external stakeholders, understanding the needs and requirements of other organisations, senior professionals and individuals. 
• Responsible for sorting of all incoming post and ensuring that all out going post is documented, recorded delivery and where directed post is sent recorded delivery.
• Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.
• Responsible for photocopying and word processing documents, letters, emails, minutes and reports when required. 
• Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales.
• Responsible for organising meetings for the department and planning any administrative work as required.
• To carry out other appropriate delegated duties as required.
• Responsible for website and social media content.

Skills and Qualifications:

• Experience as an Executive Assistant, Office Manager or an Administrator position, possibly in the charity sector.
• Experience in local NHS organisations and/or property management would be an advantage.
• Experience of financial systems and processes.
• Basic Accounting knowledge and book keeping is essential.
• The ability to handle confidential information.
• Excellent verbal and written communication skills.
• Good interpersonal skills.
• A good communicator both in writing and with good interpersonal skills.
• Customer focussed to work closely with GP Practices, Consultants, Contractors, the NHS and Local Government organisations.
• Competent IT skills, familiar with Microsoft Office including Word and Excel.
• Closing Date: Jan 20th, 2023

If you are interested in applying for this position, please send your CV along with a covering letter to [email protected]”

For further details, contact:

Harlow Health Centres Trust,
The Latton Bush Centre,
Southern Way,
Harlow,
Essex,
​CM18 7BL