Office Manager in Derry, Londonderry

Reports to: CHIEF EXECUTIVE

Purpose and function of post

The Office Manager will provide comprehensive management of the Visit Derry office environment and provide executive support to the Chief Executive, Chair & Board of Directors and senior management team within Visit Derry. The post holder will have responsibility for ensuring the effective management of all financial (including Payroll), ICT, administrative and organisational procedures. The postholder will manage current compliance with relevant accounting/administrative policies and procedures as appropriate. The postholder will also be responsible for the implementation of effective organisational planning and continuous improvement initiatives and provide a professional level of engagement with stakeholders, suppliers and members on behalf of the company.

Principal duties and tasks performed

• Responsibility for managing administrative support and the duties associated with the post to ensure all financial, administrative and secretarial support services to the Chief Executive, Board of Directors and senior officers within Visit Derry, are provided in an effective and efficient manner ensuring compliance with relevant accounting/ administrative standards and guidelines as appropriate.
• Responsible for the preparation of all internal financial reports and records and to contribute to the development of the Company’s Corporate/Business Plans and Budgets. This will include provision of financial records of income and expenditure, credit control, debt collection, petty cash, the issuing of invoices and passing same for payment ensuring compliance with relevant accounting standards and guidelines as appropriate.
• To manage all budgets, banking arrangements and monitor financial expenditure to deliver regular reporting whilst delivering operational efficiency.
• Responsible for the management of the relevant Sage software packages and all associated financial transactions.
• Responsible for administering all duties in respect of Visit Derry payroll function within the Sage Payroll package to ensure payment of all salaries, pensions, statutory payments and associated expenses, etc in compliance with Company policy and that of its Auditors.
• To liaise with the Company’s auditors and provide all necessary financial records including VAT returns, reports, and supporting documentation required for audits and regulatory compliance.
• Responsible for the collection, collation and submission of all relevant service level agreement, grants or claims to various funding agencies/bodies.
• Responsible for the security and maintenance of all equipment and valuables in accordance with Companies fixed asset register and ensuring accurate records and proper asset control procedures are maintained.
• Responsible for the provision of an efficient and effective administrative service and to ensure that, with the provision of appropriate equipment and training, the best use is made of Information Technology in support of ensuring compliance with relevant administrative standards and guidelines as appropriate.
• To organise and attend Board, AGM, staff, member engagement and other meetings to prepare agenda, take notes, minutes and compile associated reports.
• Responsible for the management of the Company’s HR and personnel procedures, including staff recruitment, retention, performance management, training and development, employee relations, and ensuring compliance with employment legislation and company policies.
• To set up, maintain, and digitise relevant company databases, ensuring that records are accurate, secure, up to date, and compliant with company policies and data protection requirements.
• To manage relationships with key payment and e-commerce service providers, including Visit Derry Pass, Shopify, PayPal, Stripe etc ensuring effective account administration, issue resolution, and optimal service performance.
• Responsibility to ensure that procedures for the provision of goods and services to the Company are administered in line with relevant procurement standards and guidelines as appropriate including analysing quotations and making recommendations for the Chief Executive’s approval.
• To act as a keyholder and ensure the safety and security of the office including liaison with appropriate individuals/agencies regarding the maintenance including fault reporting and operation of the various systems within Visit Derry facilities.
• Responsible for maintaining adequate stock levels of stationery, cleaning consumables and other office supplies, ensuring timely ordering, cost control, and accurate inventory records.
• To ensure in liaison with other senior management the provision of effective arrangements for cover in the absence of the Chief Executive.
• To deal with all enquiries and correspondence to Visit Derry and to draft replies, route enquiries or refer to appropriate individuals/agencies for action.
• To maintain an accurate record of appointments, engagements, travel arrangements, and meeting schedules, ensuring effective diary management and coordination of company activities.
• To assist in the updating of the Company’s promotional material including proof-reading visitor servicing and digital marketing collateral.
• To set up, implement, and maintain a digital CRM system to ensure accurate record-keeping, effective customer relationship management, and efficient tracking of communications and business activities.
• To provide an effective channel of communication between the Chair, Chief Executive, Board of Directors, senior staff, member businesses and other relevant stakeholders.
• Any other appropriate duties as may be identified by the Chief Executive.

PLEASE NOTE: The job description is a broad picture of the post at the date of preparation. It is not an exhaustive list of all duties, and it is recognised that jobs change and evolve over time. The postholder will be required to be flexible and adaptable to carry out the evolving business needs for the organisation.

Working hours 37 hours per week. The postholder will be required to be flexible and adaptable to carry out the duties of the post which may include evening and weekend work on occasion.