Administration Manager/ Office Manager

Purpose

The Administration Manager will provide day-to-day coordination and management of Taurus Crafts administration, ensuring that core office, finance, payroll, training, purchasing, reception, cash handling and site support processes are delivered consistently, accurately and on time. The role will provide a clear management and escalation point for administration and cleaning staff, strengthen resilience across key processes, and support the smooth running of Taurus Crafts as a busy trading, visitor and community-facing site.

Location & Travel

Community-based

This role will be based at Taurus Crafts in Lydney.

Duties & Responsibilities

Main Responsibilities:

Administration, Office Coordination and Site Support

• Coordinate day-to-day administration across Taurus Crafts, ensuring work is prioritised, allocated and completed within agreed timescales.
• Act as a first point of escalation for routine administration, office, reception, cash handling and site support issues.
• Maintain effective office systems, records, filing, databases and administrative processes.
• Coordinate stationery, equipment, supplies, IT requests and general office requirements.
• Support managers across Taurus Crafts with administrative processes linked to trading, events, staff records, visitor activity and operational needs.
• Ensure administrative processes are communicated clearly and followed consistently across the site.

People Management and Supervision

• Provide formal line management, work allocation and day-to-day support for the cashier, administration assistant and cleaning team.
• Hold regular one-to-one meetings, supervision conversations and team check-ins as required.
• Support induction, onboarding, absence management, return-to-work processes and probation review administration.
• Identify training needs within the administration and site support team and escalate or coordinate support where required.
• Promote consistent standards of communication, customer service, confidentiality and teamwork.
• Support routine performance conversations and escalate concerns in line with Trust policy and management guidance.

Finance, Payroll and Cash Administration

• Coordinate payroll and timesheet administration, ensuring information is checked, submitted and reconciled within agreed deadlines.
• Support accurate data input and reconciliation across relevant staff, rota, payroll and finance systems.
• Oversee local cash administration processes, including petty cash, donations, tips, departmental sales allocation and routine cash handling records.
• Coordinate G4S cash collection arrangements and ensure appropriate checks, controls and escalation routes are in place.
• Raise purchase orders, support purchasing administration and hold or administer Trust credit card processes where required.
• Ensure queries relating to payroll, timesheets, purchasing and finance administration are responded to promptly or escalated appropriately.

Training, Compliance and Records

• Coordinate training administration, including booking training, maintaining training records and monitoring completion against required timescales.
• Maintain accurate staff, compliance and operational records in line with Trust requirements.
• Support onboarding and policy induction for new staff based at Taurus Crafts.
• Collate information and evidence required for internal reporting, audits, compliance checks and management review.
• Support managers with administrative follow-up relating to health and safety, safeguarding, data protection and other Trust procedures.
• Ensure confidentiality, accuracy and data protection standards are maintained at all times.

Reception, Visitor and Stakeholder Support

• Support high standards of reception, customer service and first-point-of-contact communication for Taurus Crafts.
• Liaise professionally with staff, families, visitors, suppliers, contractors and external stakeholders.
• Coordinate administrative support for meetings, events, bookings and site activity where required.
• Take minutes, prepare documents, proofread information and support communication across the site.
• Contribute to a welcoming, organised and safe working environment for staff, visitors and people supported by the Trust.

General

• Comply with the Trust’s policies and procedures, including safeguarding, equality and diversity, data protection, confidentiality and health & safety.
• Attend and participate in team meetings, supervision, training and other meetings as required.
• Work flexibly and collaboratively to support the needs of Taurus Crafts and the wider Enterprise function.
• Undertake any other tasks delegated by line management that are consistent with the role.

This job description is not an exhaustive list of duties and responsibilities and is subject to change in accordance with the needs of the department.

Person Specification

Qualifications

Essential

• GCSE level or equivalent in Maths and English; confident use of Microsoft Office, especially Outlook, Word and Excel.

Desirable

• Relevant administration, office management, supervision or management qualification.

Knowledge & Experience

Essential

• Strong organisational skills.
• Accurate data entry and record keeping.
• Clear written and verbal communication.
• Ability to manage confidential information.
• Ability to prioritise, problem solve and follow processes consistently.
• Ability to allocate work, support colleagues, set expectations, maintain standards and escalate issues appropriately.

Desirable

• Knowledge of payroll, rota, finance, purchasing, training or compliance systems used within the Trust.
• Previous formal line management responsibility.

Personal Attributes

• Positive, calm and helpful approach
• Able to work under pressure
• Confident dealing with staff, visitors and stakeholders
• Proactive, reliable and able to see tasks through to completion.
• Ability to contribute to process improvement and support change positively.
• Ability to allocate work, support colleagues, set expectations, maintain standards and escalate issues appropriately.

Key Competencies

• Resolves routine problems effectively, explores practical solutions and escalates appropriately when issues require management input.
• Works well with colleagues, supports the development of the administration and site support team, and adapts communication style to different people and situations.
• Plans, prioritises and coordinates multiple administrative processes while maintaining accuracy and meeting deadlines.
• Provides a professional, helpful and welcoming service to staff, visitors, families, suppliers, contractors and internal stakeholders.
• Maintains accurate records, follows Trust procedures and handles confidential information appropriately.

We reserve the right to close this vacancy early if we receive a sufficient number of applications.

Camphill Village Trust is an equal opportunity employer.

Camphill Village Trust is committed to safeguarding and promoting the welfare of all adults who use our services and as such expects all staff and volunteers to share this commitment. The successful applicant will be required to complete the relevant pre-employment checks including a DBS check.