Office Manager

Join Us and Help Shape Brighter Futures

At Depaul UK, we believe in people’s potential - and we take action every day to help unlock it. Whether you’re supporting young people directly or strengthening our organisation behind the scenes, your work will create real, lasting impact.

About the Role

Office Manager

£38,340 Per Annum + Excellent Benefits

Are you an organised and proactive leader who enjoys creating workplaces where people can do their best work? Do you thrive on managing priorities, improving processes, and keeping operations running smoothly? If so, we'd love to hear from you.

We're looking for an experienced Office Manager to lead our London office operations and manage a small Business Support Team. You'll oversee facilities, office services, health and safety coordination, supplier relationships, budgets, and workplace projects, ensuring colleagues have the environment and support they need to succeed.

This is a hands-on role for someone who can balance the detail with the bigger picture. You'll build strong relationships across the organisation, drive service improvements, and bring a solutions-focused approach to everything you do. If you're a confident communicator with strong organisational skills and a passion for delivering excellent support services, you'll thrive in this role.

Join a values-driven organisation committed to ending homelessness and changing lives. In return, you'll benefit from supportive leadership, excellent development opportunities, a great benefits package, and the chance to make a meaningful impact every day.

Key Deliverables

1. Leadership and Management of the Business Support Team

· Line manage and provide day-to-day leadership to the dispersed Business Support Team (2-3 FTE), ensuring that the team provides a consistent, responsive and professional service to colleagues across Depaul UK.

· Allocate and prioritise work effectively, ensuring that deadlines and agreed service standards are met.

· Support team members through regular supervision, development conversations and performance management.

· Identify opportunities to improve administrative processes, systems and ways of working.

· Ensure appropriate cover and continuity of business support services.

2. Office Management and Workplace Experience

· Take overall responsibility for the effective day-to-day operation of the London office at Sherborne House, ensuring a welcoming first point of contact for visitors and helping to create a safe, warm, welcoming and inclusive workplace for colleagues, young people, visitors and contractors.

· Act as a key point of contact for service delivery managers on office-related matters and coordinate responses to issues affecting the working environment.

· Manage office facilities, equipment, supplies and services to ensure that colleagues have what they need to work effectively including the ordering and management of stationery, kitchen supplies, office equipment and other consumables.

· Liaise with landlords, contractors, suppliers and service providers, escalating issues where appropriate.

· Ensure meeting and communal spaces are appropriately prepared, accessible, welcoming and maintained.

3. Health, Safety and Wellbeing

· Work collaboratively with the Senior Health and Safety Officer to support a safe working environment, maintaining appropriate records of office health and safety checks and actions such as workplace risk assessments

· Coordinate fire drills and other emergency preparedness activities as required.

· Support health and safety audits and follow up agreed actions.

· Escalate health, safety, security or facilities concerns promptly and appropriately.

· Promote a culture in which colleagues feel able to raise concerns and contribute to creating a safe workplace.

4. Business and Administrative Support

· Provide effective administrative support to the leadership group as required.

· Support the Senior Governance and Business Support Manager to organise and support meetings where appropriate, assisting with the coordination of events, conferences and organizational activities.

· Arrange travel, accommodation and other logistical requirements.

· Contribute to the development and implementation of efficient administrative systems and processes, ensuring accurate record keeping and administrative support to colleagues.

5. Finance, Procurement and Resources

· Support the effective management of office and regional budgets within agreed delegated authority.

· Manage and reconcile the London office credit card and petty cash arrangements.

· Support purchasing and procurement activity in accordance with Depaul policies and procedures.

· Liaise with suppliers and contractors to ensure services represent appropriate value and quality.

· Maintain appropriate records relating to contracts, suppliers, facilities and property.

· Identify opportunities to improve efficiency and make effective use of organisational resources.

6. Facilities, Property and Office Projects

· Support the Senior Governance and Business Support Manager in the management of office leases, facilities agreements, contracts and related documentation for the 3 regional offices.

· Work collaboratively with colleagues to coordinate facilities projects such as office moves, refurbishments and changes to working arrangements.

· Support environmental and sustainability initiatives within the workplace, contributing to Depaul's wider environmental objectives.

7. Collaborative Working

· Build effective relationships across Depaul UK and contribute positively to a collaborative organisational culture.

· Work closely with Governance, Health and Safety, Finance, People, IT, Facilities and operational colleagues, communicating effectively on all relevant matters

Contribute to organisational projects and initiatives beyond the immediate responsibilities of the role.

What we are looking for from you - Person Specification

When completing your application form please address all the points set out below.

Experience and Knowledge

Essential:

· Experience of managing or coordinating a business support, administration, office management or facilities function.

· Experience of line managing, supporting or coordinating a team.

· Experience of managing office facilities, suppliers, contractors and services.

· Experience of managing budgets, purchasing or financial administration.

· Good understanding of workplace health and safety and the importance of maintaining a safe working environment.

· Experience of using Microsoft 365, including Word, Outlook, Excel and Teams.

· Understanding of confidentiality, information management and appropriate record keeping.

· Experience of developing or improving administrative processes and systems.

Desirable:

· Experience of working within the charity, voluntary sector or another values-led organisation.

· Experience of working across multiple sites or supporting colleagues remotely.

· Experience of supporting environmental or sustainability initiatives.

· Experience of working with CRM or organisational management systems.

Skills and Abilities

You will be able to:

· Lead, motivate and support a small team effectively.

· Organise and prioritise a varied workload in a busy environment, managing competing demands calmly and efficiently

· Work independently and use initiative while knowing when to seek advice or escalate an issue.

· Build strong, positive relationships with colleagues, suppliers and external stakeholders.

· Communicate clearly, professionally and respectfully, both verbally and in writing.

· Coordinate projects and deliver agreed outcomes within timescales.

· Work accurately and maintain good attention to detail.

· Handle confidential and sensitive information appropriately.

· Use digital systems confidently and learn new systems quickly.

· Contribute positively to an inclusive and collaborative workplace culture.

What You’ll Receive

• Tailored training and development
• Flexible working options where suitable
• 26 days annual leave, rising with service
• Family-friendly leave policies
• Pension scheme with employer contributions up to 7%
• Employee Assistance Programme with 24/7 GP access
• Discounts across retail, travel, food, fitness and more
• Cash health plan for you and your family
• Death-in-service benefit
• Access to legal and practical support

Safer Recruitment

Depaul International (DPI) is committed to fair and inclusive recruitment, and we welcome applications from people of all backgrounds. If a role requires it under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, we will carry out the appropriate Disclosure & Barring Service (DBS) check. We only look at information that is relevant to the role, and a criminal record will never be treated as an automatic barrier to employment. All DBS information is handled sensitively, confidentially and in line with the DBS Code of Practice, and we encourage applicants to discuss any concerns with us openly.