Office Manager
Salary: £30,000 FTE (actual £12,800–£14,400 per year, depending on hours)
Hours: 16–18 hours per week (flexible working pattern)
Work Location: In person, L1 9BZ (Liverpool City Centre)
About Global School Alliance
The Global School Alliance seeks to create ‘Global Citizens’ around the world.
We do this by working in partnership with schools, educators, and organisations to deliver immersive travel experiences that broaden horizons and strengthen global understanding.
We deliver on this mission by building what we believe will become the largest, most engaged community of pioneering educators globally. Through our platform, members connect and collaborate, participate in developmental and inspirational events, and build award‑winning global school partnerships.
Role Purpose
The Office Manager ensures the smooth, efficient running of the office and provides reliable administrative and HR support across the organisation. This role is ideal for someone proactive, organised, and confident using their own initiative to pick up tasks, solve problems, and keep operations moving.
Key Responsibilities
1. Office Management & Operational Support
- Oversee the day‑to‑day running of the office, ensuring it is safe, functional, and well maintained.
- Manage office supplies, procurement, purchasing, and cost‑effective stock control.
- Coordinate contractor visits, maintenance, and supplier relationships.
- Act as the first point of contact for staff operational queries and troubleshoot issues promptly.
- Maintain physical and digital filing systems, shared resources, and operational documentation.
- Support the creation, updating, and implementation of procedures, policies, and operational processes.
- Coordinate weekly meeting rhythms, agendas, and internal communication flows.
- Support the Senior Leadership Team with ad‑hoc administrative and operational tasks as required.
- Ensure the office environment supports productivity, wellbeing, and compliance.
- Support the ongoing improvement of operational processes by identifying inefficiencies, suggesting practical solutions, and helping implement updated procedures.
- Support leadership with internal engagement initiatives that strengthen team cohesion.
2. HR Administration
- Support the full employee lifecycle: onboarding, induction, probation tracking, and offboarding administration.
- Prepare HR letters, contracts, variations, and standard documentation.
- Maintain personnel files, compliance records, HR trackers, and audit‑ready documentation.
- Monitor annual leave, sickness, and entitlements, ensuring accuracy.
- Support employee relations processes through accurate documentation and scheduling.
- Ensure HR policies, templates, and processes remain up to date and accessible.
- Coordinate mandatory training, compliance requirements, and staff development tracking.
- Ensure safer recruitment and safeguarding documentation is complete and compliant.
3. Recruitment Administration
- Manage end‑to‑end recruitment administration across roles and departments.
- Draft job descriptions, adverts, interview packs, and safer recruitment documentation.
- Coordinate shortlisting, screening, interview scheduling, and candidate communication.
- Conduct reference checks, right‑to‑work checks, and maintain safer recruitment compliance.
- Support onboarding logistics including induction scheduling, documentation, and system setup.
- Maintain recruitment pipelines, trackers, and reporting.
4. General Administrative Support
- Produce high-quality documents, templates, and operational materials.
- Manage digital filing, SharePoint structures, permissions, and version control.
- Support data collection, reporting, and operational dashboards.
- Coordinate internal communications, training sessions, and organisation‑wide updates.
- Provide cross departmental administrative support as required.
- Manage trademarks, domain names, and other administrative IP records.
5. Health & Safety
- Maintain risk assessments, incident logs, and statutory documentation.
- Coordinate fire safety, first aid provision, and mandatory H&S training.
- Support development and implementation of H&S policies and safe systems of work.
- Act as point of contact for H&S queries and contractor safety.
- Ensure the office environment meets legal and organisational safety standards.
- Act as First Aider, Fire Marshal, and Safer Recruiter (training provided if required).
6. Systems Support
Support the upkeep and correct use of organisational systems including:
- SharePoint
- Monday.com
- HR systems
- Recruitment platforms
- Slack
- Operational trackers
- Maintain data accuracy and ensure documents and templates are used correctly.
- Troubleshoot basic system issues and escalate where needed.
- Support workflows, templates, and simple automations.
Person Specification
Essential
- Highly organised, proactive, and able to use initiative.
- Strong administrative and coordination skills.
- Confident managing multiple tasks and deadlines.
- Good written communication and document production skills.
- Comfortable using digital systems and learning new tools.
- Discreet, reliable, and able to handle confidential information.
- Friendly, approachable, and supportive across the organisation.
Desirable
- Experience in HR administration or safer recruitment.
- Formal HR qualification.
- Experience with SharePoint, Monday.com, or similar systems.
- Basic understanding of H&S compliance.
- Experience in office management or operational support roles.
Benefits
- International travel opportunities with student delegations and leadership groups.
- Team retreats, wellbeing benefits, and structured professional development.
- Values‑driven environment committed to global impact and educational equity.
- Regular 1:1s and professional coaching support.
- Flexible working arrangements ideal for parents balancing work and family life.
- Company events, gym membership, referral programme.
Safer Recruitment Statement
This organisation is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults. We expect all staff and volunteers to share this commitment. As part of our safer recruitment process, all appointments will be subject to appropriate pre‑employment checks, which may include references, verification of qualifications, identity checks, and an enhanced Disclosure and Barring Service (DBS) check where applicable.
We are an equal opportunities employer and welcome applications from all suitably qualified candidates. We are dedicated to ensuring a fair, transparent, and robust recruitment process that helps deter, identify, and reject individuals who may pose a risk to those we serve.
Pay: £12,800.00-£14,400.00 per year
Benefits:
- Casual dress
- Company events
- Employee mentoring programme
- Gym membership
- Health & wellbeing programme
Work Location: In person
