Job Summary
Sport in Mind is an independent mental health charity founded in Berkshire in 2010, with a simple mission: “To improve the lives of people experiencing mental health problems through sport and physical activity” Sport in Mind is the UK’s leading mental health sports charity, delivering physical activity projects in partnership with the NHS to promote mental wellbeing, improve physical health, combat social isolation and empower people to move their lives forward in a positive direction. Our services, co-designed by people with personal experience of mental health problems and healthcare professionals, have supported over 31,000 people.

As the Office Manager, you will be responsible for the day-to-day management of the charity’s leased office space (including a grade 2 listed building) and provide administration and support functions to ensure the smooth ongoing operation of the business for a team of up to 50 people. The office combines a number of different functions including: Development, Marketing, Fundraising, Training and R&D personnel who mix office and remote working. Considering the nature of this type of role, this will be a full-time office based job. Beyond the operational management of the office space and the charity’s overall administrative support, your role will include special ongoing projects (e.g. driving green initiatives for the office). Additionally, you will provide organisational assistance to the Senior Management Team. This will include being responsible for the arrangement of regular travel and calendar management and coordination of workshops and meetings for the organisation as a whole. As the charity’s Office Manager, you will act as the person responsible for providing administrative support for the everyday running of the charity’s services including HR, financial administration and payroll. You will also be responsible for onboarding of new staff.

Responsibilities

• Liaise with the office landlord to ensure that our needs as a tenant are met/maintained and any new requirements are communicated and understood
• Facility management, maintaining and managing a yearly calendar/schedule of all critical activities required to achieve smooth running of the office space (e.g. maintenance schedules, PAT testing, collection of critical landlord certification, first aid training, etc.)
• Be responsible for the management and stocking of office consumables (e.g., kitchen refreshments, office/stationery supplies, etc.) and merchandise
• Provide first line contact for all office related issues and proactively pursue resolution. Duties include leading on office cleaning, maintenance, health and safety, fire processes to ensure the smooth running of the office space at all times.
• Provide administrative support functions to the team, including processing of purchase requisitions, shipping items, paying invoices, postage of items, arranging team events, as requested by the SLT.
• Provide organisational assistance to the Senior Leadership Team and on occasion to other personnel where required. This can include, but not be limited, to arranging and managing frequent travel, expense claims and calendar maintenance/availability of the SLT for meetings, etc.
• The role includes basic finance skills to support the Finance Lead for the Charity in terms of basic accounting skills. This includes downloading the charity bank statements and recording transactions, raising invoices and proactively chasing payments when required.
• Responsible for the procurement of office supplies as and when requested and ensure the best value for money for the charity
• Organise and manage workshops and team events when necessary
• Responding to enquiries from all communication sources (e.g. telephone, email) and support participant referrals from GPs
• Lead on Sport in Mind’s staff onboarding process and HR administration for paid employees (including freelance coaches), including maintaining annual leave and absence register
• Attend and support internal and external events when appropriate and necessary
• Support with ad-hoc charitable matters

Requirements

• More than 3 years’ experience in office management and undertaking an administrative function is preferable, but not necessary if you can demonstrate a transferable skillset/experience and an ability to quickly take on and deliver against new challenges
• At least 5 years’ experience of working in and coordinating across multidisciplinary and multicultural teams
• Strong skills in using Windows and all key Microsoft Office software packages. Strong spreadsheet skills are essential
• Experience with booking/managing travel as well as completing expense reports. Experience of using SAP is highly beneficial
• Working with highly confidential information
• Experience of working with finance systems is desirable and a basic accounting knowledge.

Job Type: Full-time

Pay: £27,000.00 per year

Benefits:

• Free parking
• On-site parking

Work Location: In person

Application deadline: 11/04/2025
Reference ID: OM
Expected start date: 14/04/2025