Vacancy Details

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Office Manager

Summary Information for vacancy - reference 090034


Central Office of Information


£25210 - £29561 Per Annum


East Midlands

Closing Date

07 April 2010

Interviews start

Not specified





Pay frequency


Appointment Terms


Working Arrangement

Full time

Travel required


No of vacancies


Field of work


Brief Description

You’ll provide outstanding business management and admin support to a team of PR experts, helping them deliver cost-effective and creative campaigns. Producing high quality presentation materials and managing supplier and client accounting, you’ll undertake a wide variety of tasks to keep the office running smoothly.

A willingness to help out wherever needed is essential, as is the ability to handle the basics really well within a fast-moving working environment. We’ll expect you to take the initiative, using your experience in office and business management, and in client handling.

Vacancy description

Office Management

• Provide financial management of supplier and client invoices and provide maintenance of contact databases as well as creating and maintaining an adequate filing system

• Provide full office support and clerical back up; arranging meetings, co-ordinating diaries, booking appointments, dealing with telephone queries and taking minutes of meetings.

• Provide expertise and advice on in-house software and other corporate systems linking into COI finance, human resources and facilities management.

• Take an active role in the diary/time management of the office; management of sickness and leave absence and supporting the regional team in its efficiency and delivery

• Assist in the logistics of arranging and planning media and publicity elements of PR events, photo calls and Ministerial visits

• Assist in the development and creation of presentations (especially Powerpoint), reports, coverage packages to a high quality.

• Undertake training to produced edited film clips for online use.

• Management of supplier contracts such as photocopiers, train & hotel suppliers among others.

• Taking control of supplier deliveries, organisation of store room facilities and storage.


Client handling (internal and external)

• Provide day to day contact point for internal and external clients, acting as a first port of call on accounts, billing, invoicing and ad-hoc queries

• Seek ways to highlight good outcomes to internal and external clients


• Seek out opportunities to grow skills and knowledge for the general good of the whole team

• Seek out best practice examples from a wide range of sources and share knowledge and ideas.

• Building an understanding of Government communications, particularly news and campaigns


Financial and office management skills

• Proactively feeds back to colleagues on client work
• Balances team success with personal development/achievement
• Takes responsibility for delivering work to deadline
• Is a ‘team player’

Communication skills

• Can communicate effectively at all levels, from junior team members to senior management
• Pays attention to detail
• Is energetic
• Is creative
• Is professional and trustworthy
• Is able to work effectively under pressure
• Is friendly, willing and approachable

News & PR knowledge

• Has a basic understanding of Government and/or public administration and governance
• Demonstrates an awareness of Government marketing campaigns
• Is able to build strong relationships with media, stakeholders & clients


• Willing and eager accept and seek challenges
• Looks for ways to support colleagues in day to day activities
• Is passionate about COI and keen to develop new skills
• Takes responsibility for own development
• Is a good ambassador for COI



• A minimum of - 5 GCSE (A*- C) including maths, or equivalent
• Driving licence
• Proven ability to use MS Office software including Word, Powerpoint and Excel
• Minimum of 2 years working in a business environment


• Evidence of further or higher education
• Evidence of professional or inhouse training and development


Further information

CRB check required - Yes

Regulated by OCSC - No

Reserved for existing civil servants - No

Reserved for UK nationals - Yes

How to apply

Ready to apply? Please go to and fill in the online application form.
Closing Date: 7th April 2010


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Professional Skills for Government

The Professional Skills for Government (PSG) competency framework is a structured way of thinking about jobs and careers for Civil Service staff at all grades. It sets out the skills you need to do your job well as a member of the Civil Service, no matter what grade you are or where you work.