Office Manager

Overview

The Design Commission for Wales (DCFW Ltd) is seeking suitable candidates for the full-time role of Office Manager. The role is an important one in a small dedicated team, working closely with the Chief Executive and Board of Directors who are responsible for the strategic and operational direction of DCFW’s work and its growth as a public body, established to champion high standards of architecture, landscape and urban design in Wales.

The Office Manager is responsible for the implementation and monitoring of DCFW’s organisational and financial system, managing a dynamic and productive office on a day-to-day basis, working closely with the Chief Executive and supporting an expert team.

The post requires a minimum three days per week presence at the Design Commission for Wales office in Cardiff supplemented by hybrid working arrangements.

The post necessitates exemplary organisational, interpersonal and analytical skills, flexibility, relevant experience in financial/accounting systems and procedures, ability to manage internal computer systems and be familiar with public sector practice at national level. The diverse responsibilities also require the post holder to have appropriate Health & Safety and human resource experience and training that is supported by relevant qualifications, attendance at appropriate conferences, ongoing training and CPD.

The post of Office Manager requires the strictest confidentiality regarding all aspects of DCFW’s work.

All DCFW team members are required to act as ambassadors for the Commission in their professional capacity and to engage in raising awareness of its work through a variety of public platforms including public speaking, events, press and broadcast media.

The post holder will contribute to strengthening and enhancing existing networks and/or establishing new ones in the context of developing DCFW as an influential public body.

Responsibilities

Finance

• Provide and interpret financial information.
• Maintain accurate financial records and management accounts.
• Prepare and manage annual budgets.
• Prepare and present accurate financial reports including management accounts, annual budget forecasts, cash flow.
• Process quarterly grant draw-down procedures from Welsh Government.
• Develop financial management mechanisms that minimise financial risk.
• Identify and evaluate cost reduction opportunities.
• Analysis of changes to the organisation that have an impact on DCFW’s financial position.
• Prepare necessary documentation and liaise with annual auditing team.
• Develop and maintain external relationships with auditors, bankers and statutory organisations such as HMRC.
• Process monthly payroll.
• Maintain awareness of changes in financial regulations and appropriate legislation.
• To control revenue and any client current and deposit accounts, transfer monies, process expense claims etc as required.
• Preparation of invoices, purchase orders and other related administration.
• To liaise and report to the Welsh Government
• Use of SAGE and/or other PC based systems and financial software.

Administration

• Compliance with all aspects of Company law as they may apply to DCFW.
• Compliance with and management of records filed at Companies House.
• Develop and maintain all office and administrative systems.
• Manage DCFW’s IT system to include arranging maintenance and repairs.
• Prepare for, attend and record meetings of the DCFW Ltd Board of Directors and the Audit, Finance & General Purpose Sub-Committee.
• Maintain accurate management papers and minuted records of management and project related meetings.
• Maintain the central filing systems and the image and reference library.
• Procurement/contract negotiation for office equipment, machinery and supplies.
• Undertake tender exercises and review service contracts.
• Arrange maintenance for DCFW’s offices, repairs, decoration etc.
• Deal with general correspondence and enquiries.
• Liaise with outside agencies regarding management of premises, including insurance brokers, local authorities, contractors, cleaning agents and suppliers.
• Prepare, in consultation with the Chief Executive, all aspects relating to public events including refreshments, staff cover, mail out, press and associated communications.
• Provide support to the Chief Executive and Board of Directors, respond to incoming telephone and other enquiries, visitors and the general public, deal with correspondence, travel arrangements and central diary management.
• Establish and maintain a central database system.
• Support the organisation’s development by maintaining efficient contact with DCFW’s partners, architects, designers, artists, members and officers of Welsh Government, and local authorities in Wales and the private sector.
• To attend meetings as required and to represent DCFW at conferences and associated events.
• Involvement in management discussions about DCFW’s strategic and operational development.

Human Resources

• Co-ordinate the recruitment and selection of staff.
• Keep up to date with best practice in all human resource matters.
• Advise the Chief Executive and Board of Directors on policies, procedures and legal responsibilities.
• Advise the Chief Executive and Board of Directors on pay and conditions, retention of talent and employee relations issues.
• Maintain accurate personnel records.
• Produce, implement and promote DCFW’s policies and procedures manual and staff handbook.
• Produce and update, in consultation with the Chief Executive the guidance handbook for the Board of Directors.
• Keep up to date with appropriate changes to legislation and advise the Chief Executive and Board of Directors as necessary.

Health & Safety

• Prepare and implement DCFW’s Health & Safety Policy.
• Undertake risk assessments.
• Promote practical and effective methods of ensuring health and safety and safe working practices in the workplace.
• Keep up to date with changes in Health & Safety legislation and maintain a working knowledge of health and safety issues.
• Provide advice, training and induction in health and safety matters.
• Liaise with landlord/landlord’s representatives in all areas of health and safety.
• Liaise with regulatory bodies as necessary.
• Fire warden for DCFW offices.
• Arrange regular testing for portable appliances and all electrical equipment.

The post holder will carry out his/her duties in close partnership and consultation with the Chief Executive, DCFW’s Board of Directors and staff team.

The above is a description of the job as perceived at the time of writing and may be subject to change in the future, in consultation with the job holder and in response to organisational requirements.

The Office Manager will uphold and demonstrate in action, the vision, aims and values of the Design Commission for Wales. They will act in accordance with its Corporate Strategy, Operational Plan, Codes of Conduct and other items contained in its Policy & Procedures Manual and behave in a manner commensurate with a publicly accountable body.

Person Specification

It is essential that the Office Manager is able to service regular regional meetings that may require overnight stay away from Cardiff and is able to respond flexibly to the wide range of tasks.

The Office Manager will demonstrate the following essential qualities:

• Experience and track record in office management
• Appropriate qualifications in Human Resource Management
• Public Sector experience
• Exceptional organisational and interpersonal skills
• Advanced computing, word processing, spreadsheet and database skills
• Bookkeeping, accrual accounting or other relevant experience of financial management
• Good communication skills and the ability to work within a team structure
• The ability to work under your own initiative and work calmly and efficiently under pressure.
• Appropriate experience and qualifications in Health & Safety.
• The ability to receive visitors in a welcoming, polite and professional manner

The following is desirable in the post-holder:

• A high degree of energy, enthusiasm and self-motivation.
• An interest in architecture, urban and landscape design and the creative arts.
• Full British driving licence.

Principal Terms and Conditions:

Contract Status: Full-time contract

The position is subject to satisfactory completion of a three-month probationary period

Responsible to: Chief Executive

Location: Design Commission for Wales 4 th Floor, Cambrian Buildings, Mount Stuart Square, Cardiff, CF10 5FL and at locations throughout Wales, as necessary.

The post requires a minimum three days per week presence at the Design Commission for Wales office in Cardiff supplemented by hybrid working arrangements.

Hours of Work: 37 hours per week. Some degree of flexibility is required along with the willingness to travel and cover overnights stays, to meet business needs.

Annual Leave: 8 public holidays and 4 discretionary days per year in addition to a maximum of 30 days per annum, pending formal agreement on appointment.

Payment Mechanism:

BACS on 15th of each month

Two weeks in arrears, two weeks in advance.

Payable on last working day closest to the 15th of the month where it falls on a weekend or public holiday.

Remuneration: £35,000per annum. Future awards in line with DCFW’s remuneration policy and as determined by the Board of Directors.

Pension Scheme: Local Government Pension Scheme

Equal Opportunities Policy: DCFW is committed to equality of opportunity in all aspects of its work and all personnel carry out their duties in accordance with this commitment and our Policy.

Notice period:

Employer – Three months

Employee – Three months

DCFW operates a strict no smoking policy.

Further detailed terms and conditions will be provided in the contract of employment and are expanded upon in the Staff Handbook.

Applications to include CV and cover letter and made via email.

Closing date for applications is 4.00pm Monday 6th October 2025