Office Manager in Birmingham

The Office Manager is the organisational anchor and enabler of Nishkam Civic Association (NCA). The role exists to ensure the smooth, disciplined, values-led and compassionate functioning of the organisation’s administrative and office systems, enabling leaders, staff, and volunteers to focus fully on service delivery, safeguarding excellence, apprenticeships, and community impact. Acting as the organisation’s ‘glue’, the Office Manager brings order, clarity, consistency, and reliability to governance systems, documentation, coordination, and communication. The role strengthens the infrastructure that sustains mission delivery while reflecting NCA’s values of compassion, humility, integrity, and service (Sewa).

Key Responsibilities

• Office Administration and Coordination: Oversee effective day-to-day administration of the office. Act as the central coordination point for administrative activity. Ensure systems are practical, proportionate, and values aligned. Maintain a calm, welcoming, safe, and professional working environment.
• Governance and Leadership Support: Provide structured administrative support to the Managing Director, Chair of Trustees, and CEO. Coordinate board and committee meetings. Prepare agendas, circulate papers, and maintain accurate minutes and action logs. Maintain governance documentation, registers, and filing systems.
• Policy and Document Control: Maintain organisational policies and procedures. Ensure version control, accessibility, and consistency. Track policy review cycles and updates.
• Compliance Administration: Maintain compliance trackers and statutory deadline registers. Prepare documentation for audits, inspections, funders, and regulators. Maintain safeguarding and training records (administrative tracking only).
• HR Administration Support: Maintain accurate staff and volunteer records. Support recruitment documentation and onboarding processes. Track DBS, training, and compliance documentation. Process invoices and expense claims in line with procedures. Support financial data preparation for reporting (administrative support only).
• Facilities and Systems Coordination: Coordinate communication with facilities providers and contractors. Maintain maintenance and service logs. Manage and coordinate smooth operation of housekeeping and front-of-house & reception teams. Ensure a safe and conducive environment. Liaise with IT providers and requests.
• Organisational Continuity and Culture: Act as cross-team connector and communication support. Anticipate administrative risks and address proactively. Uphold confidentiality, professionalism, and Nishkam values.

Key Performance Indicators (KPIs)

• Accurate and timely governance documentation and board support.
• Up-to-date compliance trackers and documentation systems.
• Efficient coordination of administrative processes.
• Positive staff and trustee satisfaction regarding administrative support.
• Policies and documentation maintained with clear version control.

Requirements Person Specification

• Proven experience in office management or senior administrative roles (3+ years).
• Strong organisational and coordination skills.
• High level of discretion, integrity, and reliability.
• Experience supporting senior leaders or boards.
• Understanding governance and compliance environments.
• Strong written and verbal communication skills.
• Familiarity with safeguarding, HR admin, and GDPR processes.
• Experience of facilities management.
• Experience within a charity, faith-based, or values-led organisation.
• Experience supporting audits or funder reporting processes.
• Experience of Health & safety management.

22 Days Annual leave + 8 Days bank holidays Staff Appreciation and Gratitude Policy