Paiwand Afghan Association, Office & HR Manager
Job Title: Office & HR Manager
Contract length: 24 months, until October 2017
Hours: 25 hours per week
Salary: £23,000 pro rata
Working Hours: 9am-5pm
Reports to: Director
Responsible for: Office Management
Location: Harrow (Office) with outreach in other London boroughs
Introduction
Afghan Association Paiwand (Paiwand) is a registered charity and limited company founded in 2002 founded in 2002 by committed volunteers from the Afghan community. Paiwand aims to benefit refugee communities in the United Kingdom through reducing poverty, advancing education, and relieving suffering through a number of services including education, community engagement and advocacy. Paiwand supports all refugees and migrants to the UK.
The Position
The purpose of the post is:
• To ensure the smooth running of the office and dealing with all initial internal and external enquiries, including welcoming clients and partners at the reception.
• To assist the Director develop and deliver people management strategies which support the organisation’s overall strategic aims and objectives.
• The jobholder will be expected to contribute at both a strategic and operational level in order to identify HR priorities and recommend appropriate people management solutions which support business aims, in addition to providing a beneficiaries-focused HR service.
• The jobholder will provide expert professional advice and support to project managers and staff on all aspects of office and people management.
Outline of Duties
• Ensure services run smoothly within organisation such as information and data processing, mail, materials scheduling and distribution, printing and reproduction, records management, security, recycling and wellbeing of office staff and volunteers.
• Assist the Director and service managers, and actively participate in developing and delivery of people management strategies which support the organisation’s overall strategic aims and objectives.
• Contribute at both a strategic and operational level in order to identify HR priorities and recommend appropriate people management solutions which support business aims, in addition to providing a beneficiaries-focused HR service.
• Provide expert professional advice and support to project managers and staff on all aspects of office and people management.
• Assist Director and service managers with much needed support in the writing up of training programmes and the preparation of training material as well as the filling in of funding application forms.
• Assisting Director carrying out staff appraisals, managing performance and disciplining staff;
• Promoting staff Management of social media including website, Facebook and twitter;
• Developing and implementing new administrative systems, such as record management;
• Organising the office layout and maintaining supplies of stationery and equipment;
• Maintaining the condition of the office and arranging for necessary repairs;
• Assisting the Director in organising and chairing staff meetings; preparing the agenda and taking minutes.
• Implementing and promoting equality and diversity policy;
• Writing reports for senior management and delivering presentations;
• Responding to beneficiaries enquiries and complaints;
• Assist in reviewing and updating health and safety policies and ensuring they are observed;
• Arranging regular testing for electrical equipment and safety devices;
• Dealing with general correspondence. Managing incoming and outgoing mail.
• Undertaking general administrative tasks such as photocopying, filing and ordering office supplies when required.
Equal opportunities
• To abide by and promote Afghan Association Paiwand’s Equal Opportunities policy
• To take positive action to encourage the participation of clients who experience discrimination for reasons of gender, national or ethnic origin, age, sexual orientation, disability, or health status.
Policies
• To work in accordance with Afghan Association Paiwand’s policies and procedures, including the confidentiality policy, health and safety policy and advocacy guidelines.
Networking and publicity
• To support service managers in publicising Paiwand’s services to potential clients and stake holders through visits to projects and community organisations, specifically with law centres, legal firms, schools, hospitals, social services and youth centres.
• To work collaboratively with other projects and service providers.
Office & HR Manager, Person Specification
Post requirements - Essential / Desirable
Experience and Skills:
1. Systematic approach to work, attention to detail, high standard of literacy, good written and verbal communication skills. Essential
2. Experience of setting up, implementing and adapting admin systems to meet changing needs. Essential
3. Extensive years’ experience of administrative work. Essential
4. Experience of producing written reports and writing funding applications. Desirable
5. Excellent administrative skills and the ability to manage and administer office work on a daily basis. Essential
6. Good negotiation and liaison skills to communicate with clients, stakeholders, statutory agencies as well as voluntary services. Essential
Knowledge and understanding
7. To have an understanding of issues that face refugees and migrants in accessing services. Essential
8. To have an understanding of values and principles underpinning service user involvement and good client care. Essential
9. To have an understanding of current legislative framework and procedural guidance relating to Human Resources. Essential
10. Knowledge of the structure of local and regional service providers. Desirable
11. Computer literate in Word Processing, PowerPoint, Excel, Access and the use of the internet. Essential
Qualities
12. Ability to adapt readily and quickly to a changing environment. Essential
13. Ability to work without direction and continuous supervision. Essential
14. Ability to work under pressure. Essential
15. Ability to manage and administer office work. Essential
16. Ability to work within a team of full/part time staff and volunteers. Essential
17. Willingness and ability to work outside office core hours during the week on occasions to attend training and meetings. Essential
Application Process
To apply, please email [log in to unmask] to request an application pack. Deadline for applications is Sunday 1st November 2015, midnight.
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