Job Title: Office Manager

Reports to: Finance Manager 

Freshwater Habitats Trust is a leading UK charity working to protect freshwater wildlife and tackle the biodiversity crisis facing freshwater, one of the most threatened parts of the natural world.

The post-holder will be responsible for running the Trust’s central office based at Bury Knowle House, Headington, Oxford, providing advice, assistance and human resources administration for all staff (currently 30), including those based remotely in the Midlands, the New Forest, Wales and the north of England.

As the first point of contact for the organisation, the Office Manager will present a professional and approachable face to the world.


Administration and facilities management 

  • Co-ordinate and organise Senior Management Team, Staff and Trustee meetings
  • Be main point of contact for Trustees (the governing body) of Freshwater Habitats Trust
  • Lead and manage Health and Safety for all staff, including annual reviews of codes of practices and risk assessments
  • Co-ordinate various admin and support tasks
  • Provide administrative support to all project work when required
  • Responsible for general facilities management, including office organisation, cleaning, supplies, archive management etc (note that we have two tenants sharing building space, River Thame Conservation Trust and PenwardenHale Architects)
    • Be main contact to property owner (Oxford City Council) and organise all property related maintenance
    • Be main contact for Get Support IT Services, ensuring the organisation’s IT needs are met.

Human resources

  • Annually review, with the Senior Management Team, HR policies and procedures
  • Be first contact for staff for human resources administration
  • Co-ordinate recruitment and induction of new staff
  • Co-ordinate Annual Reviews for all staff
  • Carry out personnel-related record keeping, such as sick and holiday leave
  • Act as training co-ordinator for staff for HR, professional development and H&S courses.


  • Support the Communications and Media Manager, including monitoring website traffic, developing new materials and handling advice line, reporting monthly on Comms to SMT
    • Administration for new supporters, including welcome letters and Direct Debit notice letters
    • Managing the supporter CRM database
    • Monitoring the number of supporters and producing reports on income created
    • Monitoring renewal dates for supporters donating through cash or cheque
  • Carry out day to day maintenance of the FHT website
  • Guide FHT staff to ensure communications work, including reports, follows the brand guidelines
  • Coordinate the design of the Annual Report for the Charity Commission each year.
  • Ensure the charity works within data protection regulations.


  • Provide regular reports on your work
  • Be responsible for your own health and safety at work
  • Be the main point of contact in the Freshwater Habitats Trust office
  • Contribute positively at meetings and to the maintenance of a constructive working environment
  • Undertake other duties as the Senior Management Team and Finance Manager may from time to time require.


Experience / skills

  • At least two years’ work experience in a comparable office management role
  • Practical experience of organising meetings and events, taking minutes
  • Practical IT literacy in word processing, spreadsheets, email
  • Excellent general literacy and numeracy
  • Ability to prioritise workloads and meet deadlines
  • Some knowledge of the requirements and responsibilities involved in, and experience of, personnel management, including recruitment
  • Interest in environmental issues and conservation
  • Experience of working in a charity or small company
  • Experience of Health and Safety at work regulations and implementing them
  • Experience of staff supervision
  • Experience of websites and communication with the public. 

Personal Qualities

  • Good interpersonal skills, approachable, professional and courteous
  • Attention to detail and able to deliver on time
  • Willing to help out with routine tasks when needed
  • Prepared to work flexibly
  • Able to work across a wide spectrum of activities
  • Able to communicate effectively at all levels.

An application pack is available at: https://freshwaterhabitats.org.uk/about/jobs/

No CVs or agencies please.

Closing date: Friday 26 August (12 noon)

Interview date: Wednesday 31 August / Thursday 1 September 2022