Job Description
Office Supervisor
An office Supervisor duties typically include:
- organising meetings and managing databases
- organising company events
- ordering stationery and PPE
- dealing with correspondence, complaints, and queries from customers
- preparing letters, presentations, and reports
- supervising and monitoring the work of administrative staff
- processing invoices and managing office budgets
- implementing and maintaining procedures/office administrative systems
- organising induction programs for new employees
- ensuring that health and safety policies are up to date
- attending meetings with senior management
- assisting the organisation's HR and finance functions by keeping personnel records up to date, arranging interviews and updating financial documents.
- Managing Marketing for both Sambhana Care and its sister Organisation Take Care
Responsibilities
As an Office Supervisor, you'll need to:
- Research and identify new business opportunities - including new markets, growth areas, trends, customers, partnerships, products, and services - or new ways of reaching existing markets - Help respond to tenders
- Generate leads and cold call prospective customers
- Meet with customers/clients face to face or over the phone
- Foster and develop relationships with customers/clients
- Understand the needs of your customers and be able to respond effectively with a plan of how to meet these
- Draw up client contracts
- Have a good understanding of the businesses products or services and be able to advise others about them
- Ensure staff are on board throughout the organisation, and understand the need for change and what is required of them
- Train members of your office team, arranging external training where appropriate
- Discuss promotional strategy and activities with the marketing business
- Seek ways of improving the way the business operates
- attend seminars, conferences, and events where appropriate
Working hours
You'll usually work a regular 8 am to 5 pm, Monday to Friday week. However, you may occasionally have to work longer to meet a project deadline or when attending an event or conference.
What to expect
- You'll work in an office environment but will travel on odd occasions for face-to-face meetings with customers.
- You may have the responsibility of managing a team and their output.
- You'll be expected to dress smartly, especially for meetings, though slightly more relaxed business casual attire may be acceptable at other times.
Desirable Skills / Attributes
You'll need to have:
- Excellent motivational leadership capabilities.
- Must have proven experience in developing and sustaining a values-driven, people-focused culture in which all people are motivated and become fans of the company and customers
- an excellent telephone manner for making initial contact and for ongoing communication with customers and business associates
- interpersonal skills for building and developing relationships with clients
- written and verbal communication skills - needed for communicating with a range of people, both internally and externally
- IT skills, including the use of spreadsheets and word
- team-working skills and a collaborative approach to work
- decision-making skills
- the ability to multi-task and prioritise your workload
- project management and organisational skills
- the ability to motivate yourself and set your own goals
- negotiating skills
- a flexible approach to work with the ability to adapt to a fast-paced, ever-changing environment
- initiative and the confidence to start things from scratch.
Respect & Dignity
- Understand person-centered care and can demonstrate treating people as individuals and respecting choices
- Promoting independence and encouraging appropriate risk-taking
Everybody Counts
- Ensuring no one is discriminated against or excluded
- Understand human rights and their impact on care delivery
- Facilitating people to "speakup" about concerns and acting upon them.
Commitment to Quality of Care
- Striving for quality in everything we do recognising and understanding what quality in care means for people using the services
- Being accepting of criticism and focusing on improvement
- Being open to new opportunities for learning and identifying the limits of skills and knowledge
Compassion
- Treating people with kindness
- Understanding the importance of empathy in all areas of employment
- Understanding the values of others and always providing
Improving Lives
- Focus on how things could be done better and share ideas
- Understanding of well-being and what is important to people using the service
- Improving outcomes for people
Any other duties
At some point, you may be asked to cover other duties relevant to the running of the business.