Office Manager – Job Description

Job Description

The Employee is engaged initially to perform the duties of Office Manager. The Employee will, however, be expected to carry out any other reasonable duties in line with their responsibilities to assist in the smooth running of the business. From time to time, with their agreement, the Employee's job description may be changed.

Medical Fitness

It is a condition of the employment that the Employer is satisfied on the Employee's medical fitness to carry out her duties. This appointment is conditional on a satisfactory Occupational Health Service/Employer's Doctor assessment. Should it be deemed necessary during the course of the employment, the Employee may be required to attend for a medical examination from the Employer's Doctor/Occupational Health Service.

Qualifications

If the Employee's employment with the Employer is dependent upon the possession of particular qualifications or registration with a statutory Body or other Authority, then evidence of this must be produced on request. Failure to produce such evidence may lead to the termination of the employment.

Place of Work

The normal place of work will be at the Employer's address shown above. Following reasonable notice and consultation, however, the Employee would be expected to work at any other premises if required.

Working Hours

The working hours are 37.5 hours per week on rate salary of £38700 p.a. The Employer may require the Employee to vary the pattern of her working hours to meet the needs of the service. The Employee's entitlement to refreshment breaks will be in accordance with the Employer's practice.

Overtime payments

No additional payments will be made for overtime worked.

Payment Frequency

The Employee will be paid Monthly in arrears by BACS.

Overpayments

If the Employer makes an overpayment to the Employee to which she is not entitled, or which is more than that to which she is entitled, the Employer has the right to recover the overpayment by deductions from the Employee's salary or from other payments due to her. Any deductions will normally be made over the same period that the overpayment was made. It is in the Employee's interests to check her pay slips regularly.

Holidays

The Employee is entitled to 28 days of paid holiday per full working year, in addition to statutory/bank holidays. At least 2 weeks notice must be given of intent to take any holiday of more than 2 days duration. The Employer's holiday year runs from Jan to Jan. The annual holiday entitlement should (unless otherwise agreed by the Employer) all be taken within the 12 months of the Employer's holiday year. In the year of commencement of employment the Employee will be entitled to 1/12th of the annual entitlement of paid holidays for each complete month of employment within the Employer's holiday year. On termination of employment payment will be made for all unused paid holiday entitlement calculated on a pro-rata basis.

Confidentiality

In the course of the employment the Employee may have access to confidential information concerning the Employer's affairs. On no account should any of this information be divulged in any format to any unauthorised person. Breaches of confidentiality will be dealt with through Disciplinary Action.

Other Employment

During the hours of work, the Employee shall devote the whole of his time, energies and abilities to his contracted duties. The Employee shall not, without the Employer's written consent, be involved directly or indirectly with any business or employment which is similar to or in any way connected or competitive with the Employer's business.

Intellectual Property

The Employer shall retain ownership of any and all processes and inventions developed or created by the employee during the period of her employment with the Employer.

Sickness

The Employee is required to report any sickness absence as soon as is practicably possible to her immediate superior. The Employee must, if requested, provide a medical certificate of sickness signed by a registered medical practitioner.

Sick pay entitlement is full pay for 30 continuous sick-leave days and at the Statutory Sick Pay rate thereafter up to the statutory number of total sick-leave weeks.

Pension Scheme

Should the Employee opt to take out a Personal Pension Plan then this is a private matter between the Employee and the financial institution concerned, and does not involve the Employer in any way.

Notice of Termination

The Employee is obliged to give the Employer 4 weeks notice to terminate her contract of employment. The Employer is obliged to give the Employee the statutory minimum amount of notice before terminating her contract.

Redundancy

If the Employer decides to reduce manning levels, suitable volunteers will be asked for. In addition, the Employer may select other employees for redundancy on the basis of an assessment of relative capabilities, performance, service length, conduct, reliability, attendance record and suitability for the remaining work. In the event of redundancy, statutory redundancy terms will apply.

Rules of Conduct

• Not endanger the health or safety of any employee whilst at work.
• Use protective clothing or equipment issued as instructed.
• Immediately report all accidents.
• Observe all rules concerning smoking and fire hazards.
• Act wholeheartedly in the Employer's interest at all times.
• Acquaint herself with all authorised workplace notices.
• Inform the Employer of any contagious illness.
• Not remove material or equipment without permission.
• Not use Employer's time/resources for unauthorised work.
• Follow all Employer procedures and operations.

Misconduct Leading to Summary Dismissal

• Theft of Employer's property.
• Physical assault, fighting, or dangerous behaviour.
• Insubordination during working hours.
• Aggressive behaviour or bad language on premises or with customers.
• Wilful or deliberate property damage.
• Being under the influence of alcohol or illegal drugs.
• Loss of driving licence where essential.
• Endangering others' health or safety.
• Falsifying records or documents.
• Accepting bribes.
• Falsely claiming sickness for personal gain.
• Immoral conduct.

Disciplinary Action

All disciplinary action will follow the Employer’s official Policy and Procedure. Dismissals may only be authorized by the Director or nominated deputy. Employees retain the right to appeal decisions as per the procedure.

Grievances

If the Employee has a grievance, they should report it to their immediate manager in confidence. Reasonable time should be given to allow for consideration. If unresolved, it should be referred in writing to the most senior manager. Employees may be accompanied by a colleague or other permitted person under the Employment Relations Act (1999).