Office Manager

Location - Wilton, Salisbury, with occasional travel to London

Part Time - 30 hours per week

Salary - £25,000 - £28,000 pro rata, depending upon experience

About HALO

The HALO Trust is the world’s largest and oldest international humanitarian mine action charity. Our mission is to save lives and restore livelihoods for those affected by conflict. HALO is known for its work to clear landmines as well as the disposal of other explosive hazards such as bombs, rockets, and improvised explosive devices (IEDs). HALO was established in Afghanistan in 1988 and now employs over 11,000 staff across 32 countries and territories.

About the role

Due to our continued growth, we are excited to be recruiting for the role of Office Manager on a permanent basis at The HALO Trust.

Reporting to the Executive PA, this is an opportunity for you to be at the heart of bringing HALO’s mission to life. We are looking for someone with a strong work ethic, who possesses the ability to work at pace in an ever-changing environment.

Key Responsibilities

• Responsible for the smooth and efficient running of the Wilton office, ensuring the office remains functional for staff and making recommendations for any areas of improvement.
• Management of the London office once this has been setup. This would require site visits up to four times per month.
• Be the focal point for liaison with the office(s) landlord, facilities suppliers and staff
• Manage all office facilities, scheduling servicing, repairs and resolving issues in a timely manner
• Manage office petty cash and reconcile at month end
• Manage and welcome all visitors to the Wilton office, ensuring they sign in and are offered refreshments
• Manage meeting room bookings for both the Wilton and London offices
• Organising all office supplies and consumables and ensure there are adequate stocks
• Ensure that behaviour and practices in the office(s) comply with ISO standards on environment, Health and Safety and Quality Management
• Fire marshal and first aider for the office
• Conduct monthly fire checks and weekly fire alarm testing
• Organise and carry out office inductions for new staff at both the Wilton and London offices. This is to include a health and safety and security briefing
• Sort and distribute incoming mail, manage outgoing mail and postage supplies

Requirements

Who we're looking for:

Key skills required:

• Previous experience as an Office Manager or equivalent
• Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met
• Attention to detail and problem solving skills
• Initiative
• Organisational skills
• Excellent written and verbal communication skills 
• Maintains a positive attitude towards routine tasks
• Excellent IT skills, with a good knowledge of all Microsoft packages

All HALO staff are expected to undertake the following general duties:

• Work within the framework of HALO’s core values, promoting its ethos and mission statement
• Work towards achieving programme and/or group business plan objectives
• Ensure familiarity with and adhere to all HALO policies and procedures and keep informed of HALO activities
• To discharge duties and responsibilities under HALO’s Health and Safety Procedures which may include Risk and COSHH Assessments and participation in evacuation procedures as necessary. 
• This job description is intended to summarise the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All HALO staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

Benefits

At The HALO Trust, we strive to live by our values, where every staff member is valued. We offer an inclusive working environment where staff treat one another with dignity and respect.

HALO offers a friendly, welcoming and supportive place to work and as part of the HALO team you can enjoy a variety of benefits, which include:

• Competitive salary (£25,000 - £28,000 pro rata, depending upon experience)

• Excellent opportunities for career progression.
• Contributory pension, HALO will match up to 5% of contributions
• 25 days annual leave (pro-rata) and 8 Public Holidays
• Reimbursement for London travel costs, subject to terms and conditions
• Non-contributory Life assurance
• Occupational Health Services
• Private Medical insurance
• Flexible Working
• Cycle to work scheme

How to apply:

Please submit a CV (no more than 2 pages) and a cover letter (no more than 1 page) outlining how your experience matches the key skills and competencies required by 19th July 2024. We reserve the right to amend the closing date depending on the number of applications received.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and well-being of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.