Office Manager

Job purpose

To provide a comprehensive business support service to the office, ensuring its key functions are co-ordinated appropriately and effectively.

Main duties

• Support the management and coordination of administrative work within the Office of the Police and Crime Commissioner, including; preparation of agenda, minute and note taking, action planning and diary management.
• Act as the initial point of contact for the OPCC to customers, partners, commissioned services and the constabulary. Providing advice where possible or direct the enquiry to the appropriate member of staff.
• Maintain and develop systems to record information to support the Office of the Police and Crime Commissioner in reporting, monitoring and responding to queries.
• Support functional leads by collating relevant information and producing briefings and short reports in advance of meetings and visits.
• As directed by functional leads, undertake research and make recommendations to support the delivery of the Police and Crime Plan.
• Coordinate the collation of information and initial response in relation to Freedom of Information, data protection and subject access requests, ensuring compliance with statutory requirements and escalating risks to the Chief Executive.
• Liaise with designated contacts to facilitate the effective running of the OPCC office space including the management of room/desk bookings, maintenance of office consumables and ensuring necessary health and safety requirements are in place (e.g. first aiders, fire wardens).
• Organise in-house events, undertaking all necessary arrangements are made to ensure a successful outcome which best represents the Commissioner and his office.
• Oversee use of the OPCC lease car, maintaining a register of bookings and facilitate the completion of maintenance and servicing in compliance with requirements of the lease.
• Undertake finance support processes, including the processing of purchase orders and quarterly returns for over £500 spend.
• Deputise for the Commissioner’s Personal Assistant and support them as required by attending meetings and other events, maintaining strict confidentiality at all times.
• Maintain an awareness of activities across the Office of the Police and Crime Commissioner, anticipating demand, highlighting risks and providing support and assistance as necessary to ensure the office delivers the Commissioner’s agenda.