William Morris Hall
6 Somers Road
Walthamstow
London
E17 6RX
Tel: 020 8509 8985
Fax: 020 8520 4384
Email:[email protected]
April 2017
Dear Enquirer,
Thank you for your enquiry about the Office Manager role here at the Limes. I am enclosing a Job
Description, a Person Profile, an Equal Opportunities form and an Application form. Please complete the
Application form and the Equal Opportunities form and return them to the Limes by 12noon 11th May 2017.
The Limes is committed to Equal Opportunities and Cultural Diversity and welcomes applications from all
sections of the community. If you have a disability and require any assistance in completing the form,
please call the Limes on the contact number above.
The decision to shortlist you for interview will be based solely on the information you provide in your
application form. It is important that you refer to the Job Specification and Person Profile when completing
Section 4 – Relevant Experience, as this space will provide you with the opportunity to tell us how you meet
the selection criteria for the job. Rather than simply repeating your career history, look at the skills and
experience required by the job and give specific examples of work or actions that show you have the
required skills. Do not forget to include any skills and experience that you have gained outside full time
employment.
If you do use any additional sheets, please note which question they refer to and mark each page with your
name.
Should you not hear from us by 15th May you can assume you have not been shortlisted for interview. We
hope you understand we take this approach in order to save The Limes, the postage costs. Please contact
Liz Fraser on 0208 509 8985 or [email protected] for information about this position.
Formal and informal interviews will take place on Wednesday 31st May 2017. The informal interview will be
with a small group of young people with learning disabilities. If you have any questions regarding this,
please call Elen Evans, Child and Family support Co-ordinator on the number above.
Thank you for your interest.
Yours sincerely,
Liz Fraser
Director
Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064
The Limes
Office Manager
Hours:
Holidays:
Salary and grade:
Responsible to:
Responsible for:
37 per week
25 days per annum
£30,000
The Director
Book keeper, Sales and income generation officer, Caretakers, Cleaner& any
appropriate volunteers or work experience placements
Purpose
The Office Manager is part of The Limes’ senior management team and will be responsible to the Director. You will
work closely with managers and other colleagues to ensure The Limes is dynamic and responsive in delivery of
services to the public through efficient operation of the Centre, by providing all necessary managerial, financial and
administrative and facilities functions and support.
The Office Manager leads on strategy of these areas: finance, personnel, premises, office and communication
&contributes to the strategic vision and planning of the Limes under the direction of the director and the board of
Trustees.
Role
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To be responsible for developing and maintaining financial procedures and provide effective financial
management for the Limes, up to and including the production of the end of year accounts.
To manage all aspects of the property including legal contracts and insurance and to ensure the smooth
running of the office accommodation
To oversee all office procedures and processes
To take the lead and be responsible for ensuring The Limes complies with all Employment and Health &
Safety legislation and maintaining HR policies.
To be responsible for the development and maintenance of the office premises, IT software and equipment
including maintenance contracts
To be proactive in the development and implementation of strategies that ensure The Limes continues to
meet its operational and strategic objectives
To work closely with senior staff to ensure delivery of shared tasks
The post holder must make a substantial contribution to the rota and ensure office coverage daily.
Generic Responsibilities/Tasks
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To attend all relevant internal and external meetings
To carry out backups of computerised data
To communicate effectively both within The Limes and external agencies
To participate in regular supervision and undertake personal and professional development
To comply with the organisations policies and procedures including equal Opportunities, safeguarding
children and young adults and Data Protection.
Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064
Financial procedures
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Managing the invoice and credit control functions to ensure income matches cash flow forecasts and budget
requirements
Record all financial transactions accurately and produce regular reports on finances ensuring that internal
and external financial reporting requirements are met; for example: income and expenditure, monthly
balance sheet, Full Cost recovery tools and cash flow information
Process the payroll to ensure everyone is paid correctly nd on time (Payroll is outsourced).
Inform the Director of any financial issues which might adversely affect the charity. Propose methods to
help improve and monitor financial controls and advise on way of improving efficiency of the financial
management systems
Support the Director and other staff members by completing the financial elements of contract, monitoring
and other funding proposals. All Bids need to include full costing analysis, recovery of all direct costs and a
percentage of indirect costs.
Create budgets and quarterly reviews per service line and across the organisation so that financial
performance can be monitored effectively
Collate and present key performance data relating to each service to meet funder/commissioner
requirements
Produce year end information to meet the independent examiners requirements and to produce financial
information for inclusion in the annual report
Complete Charity Commission, PAYE, Companies House financial returns to ensure that The Limes meets its
statutory and regulatory requirements
Office management
 To ensure the office is open and staffed according to bookings and services.
 To develop and maintain an efficient system for the booking/ use of meeting rooms and the premises
generally.
 To ensure the upkeep of the premises, liaising with contractors and landlords and reviewing and updating
relevant insurance policies
 To oversee and ensure the effective maintenance of all IT equipment including printers and computers,
telephones, faxes and photocopiers
 To liaise with contractors where necessary and to review and update maintenance contracts
 To ensure facilities, reception office supplies, health & safety are managed effectively by overseeing:
 The housekeeping of the office including cleaning staff/services
 The maintenance of office furniture and equipment, replacing items as necessary within agreed budgets
 The work of the administration & facilities assistants whether paid or volunteers by delegating appropriate
tasks
 The adherence to health & safety Policy procedures
HR Function
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To lead and develop the Administration/ Facilities Team, provide line management and supervision and
ensure their training needs are met.
To liaise with HR (outsourced) regarding any changes to the employment legislation and ensure the
organisation complies with employment legislation at all times
Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064
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To devise and implement a review of all policies for the staff handbook and report to the Senior
management team
To be involved in recruitment, selection, induction of staff and volunteers.
To be responsible for regular audit of personnel files, ensuring effective systems are followed for keeping
records of salaries, leave, staff expenses, supervision and training etc
To ensure effective systems are followed for monitoring staff recruitment, selection, and suitability checks
To undertake the role of Data Protection Officer and ensure that The limes complies with The Data
Protection Act.
To be responsible for the availability, updating and maintenance of the staff handbook
Support Services
 To be an active member of the senior management team
 Attending and servicing sub-committees and working parties where appropriate
 To undertake all tasks in accordance with the company’s Diversity and Equality Policy
 To undertake other activities from time to time and may be reasonably required by the Director.
Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064
Person specification
Knowledge/skills
Good written and verbal communication skills and the ability
to work with a wide range of people, including trustees,
members, staff, staff & managers of other agencies
Management skills
Systematic approach – Completer/finisher
Basic knowledge and understanding of charity law
Computer literacy, able to use Outlook, word, excel and the ability
to learn software (inc. accounting software)
Knowledge of Health & Safety and employment legislation
Knowledge of QuickBooks or similar accounting software
Experience
Minimum of 2 years proven experience managing and
directly supervising a staff team
Minimum of 2 years’ experience of managing a busy
office
Experience of working at a strategic level developing strategic plans
Experience of book keeping and producing cash flows
Experience of working within an inner city
multi ethnic environment
Experience of providing first line IT advice
Experience of advising on HR issues
Knowledge and understanding of the voluntary sector
Other requirements
A knowledge of and commitment to diversity and
equality policy practice
Willingness and ability to work flexibly to meet
job requirements
Ability to work occasional evenings and weekends
Essential
Assessment
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Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064
Application Form – Confidential
The information supplied on this application form will be used to evaluate your suitability for the post. Please
complete this form in type or in block capitals in black ink and return to the address on the covering letter or by
email to [email protected]
Application for the post of Office Manager
1. Personal Information
Last Name……....………............………
Title………......
First Name(s)..........……........……………
Daytime Tel No……………………
Other Names……………...........………………
Evening Tel No……………………..
Date of Birth……………............….
National Insurance No…..........………….
Address…….................................................................................................................................
…………………………………………………………………………………………………………….
……………………………………………………………………………………………………………..
Email……………………………………………………………………………………………………..
2. Qualifications and Training
Date
From/To
Secondary School/
College /
University / Training
Organisation
Subjects Studied or training courses
attended
Qualification
Do you have any additional certificates or professional qualifications?
Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064
3. Work History
Please give details of all the positions (paid or unpaid) you have held, starting with your most recent post, accounting
for any gaps in your employment history.
Date From/To
(month/year)
Employers name and Job Title and main responsibilities
address and nature
of business
Final Salary and reason for
leaving
If necessary, please continue on a separate sheet
Please give details of any paid or voluntary work you plan to continue if appointed to this post
...................................................................................................................................................
4. Relevant Experience
You are asked to use this space to outline all your skills, knowledge and experience relevant to the job. Please ensure
you complete this section carefully as the information you provide will be the basis for short listing you. You may find
it useful to refer to the job description and person specification when completing this section. If necessary, continue
on a separate sheet.
INSERT
5. General Information
Do you hold a current full driving licence?
Yes 
No
I already have the legal right to work in the UK
If appointed, how soon could you join us?
Are there any dates when you would not be available for interview?
6. References
Please give the names and current business addresses of people whom we may contact for a reference, covering
your work history over the past 5 years. The first referee must be your current or most recent employer. If this is
your first job, please give details of your headteacher or college tutor. Personal references (ie from your GP or
friends) are not acceptable. If necessary please attach an additional sheet.
Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064
Current Employer
Previous Employer
Name..............................………
Name……………………………………
Job Title…...........................……
Job Title………………………………
Organisation…...........................
Organisation…....………………………….
Address…..............................….
Address…..........................................................
.....................................................
.............................................................................
........................................................
.............................................................................
Telephone No….............………...
Telephone No……………................……………...
Email………………………………….
Email………………………………………………
How do you know them?..........................
How do you know them?...........................................
Can we contact your current employer prior to any conditional offer of employment?
Yes No
7. Criminal Record
Under the terms of the Rehabilitation of Offenders legislation the covering letter states that this post is subject to a
police check. Please give details of any cautions, convictions or bindovers you have received or proceedings being
instituted against you.
Criminal Convictions or cautions…………………………………………………………….
Are you subject to any current or outstanding disciplinary action or legal proceedings?
Yes
No
If yes, please give details………………………………………………………................
………………………………………………………………………………………….
8. Declaration
I confirm that the information I have given is correct and complete and that misleading or untruthful statements will
result in my dismissal if they become known after my appointment.
Signed………………………………….
Date………………………………………
Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064
Equalities Monitoring – Confidential
What is your ethnic group?
Please tick the appropriate box to indicate your ethnic group
White
Black or Black British
African
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British
Ghanian
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Irish
Kenyan
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Albanian
Nigerian
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Greek / Greek Cypriot
Somali
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Kosovan
South African
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Turkish / Turkish Cypriot
Caribbean
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Any other White background
Any other Black background (please write below)
(please write below)Lithuanian
Dual or multiple heritage
Asian or Asian British
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White and Asian
Bangladeshi
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White and Black African
Indian
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White and Black Caribbean
Pakistani
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Any other dual or multiple heritage
Mauritian
(please write below)
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Gypsy / Roma
Sri Lankan
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Traveller
Any other Asian background (please write below)
 Chinese
Any other ethnic background (please write
below)
Do you consider yourself to have a disability?
 No
Yes
If you answered yes, please identify which type of disability from the options below
 Learning disability
Hearing disability
 Visual disability
Physical disability
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Other disability (please write below)
What is your gender?
 Male
Female
To which of the following age groups do you belong
 20 - 29
Under 20
 40 - 49
30 – 39
 60 and over
59 - 59
What is your religion? (please tick one box only)
 Christian
Buddhist
 Jewish
Hindu
 Sikh
Muslim
 Other (please write below)
None
What is your sexuality?
 Gay man
Heterosexual
 Bisexual
Lesbian
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Transgender
Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064
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The Limes Community & Children’s Centre – Organisation Structure
Makers and Shapers
(Children & Young people steering group)
&
Parents Advisory Group
Board of Trustees
Director
37 hrs
C&F support
Y&F support
Co-ordinator
Co-ordinator
30 hrs
37 hrs
Operations Manager
37 hrs
Creative Journeys
Co-ordinator
(Vacant)
21 hrs
Play Team
Sensory Play Worker
37 hrs
Sessional Workers
Youth Team
Finance Officer
Zest Co-ordinator
Development Worker
15hrs
12 hrs
37 hrs
CSW's - 84hrs
Sales and Income
generation officer
EFG Co-ordinator
6 hrs
22.5 hrs
Arts & Crafts
Co-ordinator
Reception staff
6 hr
40 hrs
Market
Co-ordinator
(see CJ Co-ord)
Facilities staff
24 hrs
Registered Office: 6 Somers Road, Walthamstow, London. E17 6RX
Registered in England as a Company Limited by Guarantee, No. 4154977
Registered Charity No. 1099064