Office Manager

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    Office managers are responsible for the efficient functioning of an office through a range of administrative, financial and managerial tasks.This includes the organizing of people, information and other resources. You must make sure that office equipment is maintained, relevant records are up to date and that all administration processes work effectively.

    In smaller organizations, you’ll carry out most of the tasks yourself, while in larger ones, you will supervise the work of a team of staff.

    Although the exact nature of your work will vary depending on the organization you work for, you’ll have responsibility for ensuring that the office runs efficiently so that the organization can fulfil its aims.

     

    Employers of office managers

    • hospitals
    • universities
    • financial organizations
    • local authorities
    • government
    • small businesses
    • manufacturers

     

    Duties

    • organizing meetings and managing databases
    • booking transport and accommodation
    • organizing company events or conferences
    • ordering stationery and furniture
    • dealing with correspondence, complaints and queries
    • preparing letters, presentations and reports
    • supervising and monitoring the work of administrative staff
    • managing office budgets
    • liaising with staff, suppliers and clients
    • implementing and maintaining procedures/office administrative systems
    • delegating tasks to junior employees
    • organizing induction programmes for new employees
    • ensuring that health and safety policies are up to date
    • using a range of software packages
    • attending meetings with senior management

     

    Qualifications

    You can become an office manager with any degree subject or a diploma but the following subjects may be particularly helpful:

    • business administration/business management
    • computing and information technology
    • human resource management
    • management
    • public administration.

    However, many employers do not specify academic qualifications as a requirement, instead stressing the importance of:

    • experience in an administrative role
    • knowledge of software packages
    • good interpersonal and time management skills

    Previous office-based, secretarial or customer-facing work experience is essential (some employers may expect at least two years). Some employers also ask for previous experience of working within an office-based role in the same sector.

     

    Skills

    • excellent organizational and time management skills
    • knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly used office packages
    • strong IT and typing skills
    • the ability to prioritize tasks and work under pressure
    • good team-working skills and the confidence to lead and motivate a team
    • the ability to manage your own workload and supervise the work of others concurrently
    • excellent interpersonal, oral and written communication skills
    • attention to detail
    • flexibility and adaptability to changing workloads
    • a problem-solving approach to work
    • project management skills

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