Office Manager

Job summary

ROLE:             OFFICE MANAGER

Salary:  £26,000 - £28,000/year

Address:  Office 3, 56 University Street

  Belfast, Northern Ireland 

Postcode:  BT7 1HB 

Hours:  Part-time or Full time

Worktime:  Monday to Friday (9-5) office - based

Start date:  ASAP

Key Responsibilities

Operational Oversight

•   Ensure the smooth day-to-day running of the office and delivery of a high-quality recruitment service

•   Securing contracts, work/shifts for our staff

•   Implement and maintain efficient administrative systems and procedures

•   Manage weekly payroll processes, including timesheet verification and resolution of payroll queries

•   Oversee staff booking, emails, queries and use of record keeping systems, staff booking systems (e.g. Florence) etc

Staff Management & Supervision

•   Directly manage recruitment and administrative staff, delegating tasks and monitoring performance against KPIs

•   Provide hands-on supervision and coaching to ensure staff meet targets, deadlines and maintain high standards

•   Chair regular team meetings and maintain a clear rota, including weekend on-call coverage

Compliance & HR

•   Ensure full adherence to agency policies, procedures, and regulatory standards (e.g., RQIA, AccessNI, NISCC)

•   Oversee recruitment, induction, and mandatory training for agency workers

•   Maintain accurate staff records and ensure timely completion of appraisals and supervision

Business Development & Client Relations

•   Lead outreach to secure contracts with care homes, hospitals, and supported living and private clients

•   Support tender submissions and negotiate competitive contract rates

•   Secure  block bookings for our nurses, support workers and healthcare assistants

Marketing & Communications

•   Manage agency marketing across social media platforms (TikTok, X/Facebook, Instagram, LinkedIn, Twitter, WhatsApp)

•   Draft compelling adverts and posts to attract candidates and clients

•   Respond to email and website queries professionally and promptly

Reporting & Stock Control

•   Ensure monthly reports (including RQIA) are completed accurately and in a timely manner

•   Manage stock levels for uniforms and stationery with traceable systems

Person Specification

Essential Skills & Attributes

•   Strong leadership and delegation skills, with ability to micromanage where necessary

•   Excellent organisational and problem-solving abilities

•   High attention to detail and discretion with confidential matters

•   Effective communication and relationship-building skills

•   Proficiency in Microsoft Office and social media platforms

•   Sound geographical knowledge of Northern Ireland

•   Ability to work to performance targets and adapt to changing priorities

Qualifications & Experience

•   Minimum 5 GCSEs (Grade A–C) including English and Maths/NVQ Level 2

•   Bachelor’s degree in Business Management OR

•   HNC/HND or NVQ Level 3 in Administration with 2+ years’ relevant experience

•   Experience in healthcare administration or recruitment preferred

•   Right to work in UK