Job Purpose<\/span>
<\/h3>
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 organisational ‘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).<\/span><\/p>
Key Responsibilities<\/span>
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1. Office Administration and
Coordination<\/span>
<\/h4>
· <\/span><\/span><\/span>Oversee effective day -to -day
administration of the office.<\/span>
<\/p>
· <\/span><\/span><\/span>Act as the central coordination
point for administrative activity.<\/span>
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· <\/span><\/span><\/span>Ensure systems are practical,
proportionate, and values aligned.<\/span>
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· <\/span><\/span><\/span>Maintain a calm, welcoming, Safe,
and professional working environment.<\/span>
<\/p>
2. Governance and Leadership
Support<\/span>
<\/h4>
· <\/span><\/span><\/span>Provide structured administrative
support to the Managing Director, Chair of Trustees, and CEO.<\/span>
<\/p>
· <\/span><\/span><\/span>Coordinate board and committee
meetings.<\/span>
<\/p>
· <\/span><\/span><\/span>Prepare agendas, circulate
papers, and maintain accurate minutes and action logs.<\/span>
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· <\/span><\/span><\/span>Maintain governance
documentation, registers, and filing systems.<\/span>
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3. Policy and Document Control<\/span>
<\/h4>
· <\/span><\/span><\/span>Maintain organisational policies
and procedures.<\/span>
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· <\/span><\/span><\/span>Ensure version control,
accessibility, and consistency.<\/span>
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· <\/span><\/span><\/span>Track policy review cycles and
updates.<\/span>
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4. Compliance Administration<\/span>
<\/h4>
· <\/span><\/span><\/span>Maintain compliance trackers and
statutory deadline registers.<\/span>
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· <\/span><\/span><\/span>Prepare documentation for audits,
inspections, funders, and regulators.<\/span>
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· <\/span><\/span><\/span>Maintain safeguarding and
training records (administrative tracking only).<\/span>
<\/p>
5. HR Administration Support<\/span>
<\/h4>
· <\/span><\/span><\/span>Maintain accurate staff and
volunteer records.<\/span>
<\/p>
· <\/span><\/span><\/span>Support recruitment documentation
and onboarding processes.<\/span>
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· <\/span><\/span><\/span>Track DBS, training, and
compliance documentation.<\/span>
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· <\/span><\/span><\/span>Maintain Single file register<\/span>
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· <\/span><\/span><\/span>Maintain confidentiality at all times<\/span><\/a>.<\/span>
<\/p>
· <\/span><\/span><\/span>Process invoices and expense
claims in line with procedures.<\/span>
<\/p>
· <\/span><\/span><\/span>Support financial data
preparation for reporting (administrative support only).<\/span>
<\/p>
· <\/span><\/span><\/span>Coordinate communication with
facilities providers and contractors.<\/span>
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· <\/span><\/span><\/span>Maintain maintenance and service
logs.<\/span>
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· <\/span><\/span><\/span>Manage and coordinate smooth
operation of housekeeping and front of house & reception teams<\/span>
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· <\/span><\/span><\/span>A safe and conducive environment<\/span>
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· <\/span><\/span><\/span>Liaise with IT providers and
requests<\/span>
<\/p>
· <\/span><\/span><\/span>Act as
