Office Manager

HdK is a small but growing business focused on supporting the arts and cultural sector mainly through digital expertise building and managing websites, marketing and online services. During the course of the pandemic the company was able to stick to its growth goals and with the consequence of the team and turnover doubling in size. 

The company now wants to create a new role in 2024 which, for the purposes of this job advert, is called Office Manager. As a new role, there is an opportunity for the successful candidate to shape the scope of the role. This part time job is ideal for someone who wants to consolidate their experience working predominantly in the arts and culture sector across three or more placements.

Responsibilities cover a range of areas including finance, human resources, contracts and company culture. The role will be focused on ensuring existing and new processes are properly managed well in order to help the company thrive. The role will help ensure the company is continually improving our social and environmental impact ambitions.

Our aim is to become a truly inclusive agency with a workforce as diverse as the audiences we serve. With that in mind we encourage people from underrepresented groups to apply. The range of perspectives and experience within the HdK team is essential to our creative work and creates an environment where every idea is heard and everybody belongs. 

While we encourage anyone who believes themselves suitable for this role to apply, when appropriate, we will give preferential consideration to qualified local candidates. This helps us achieve our commitment to our community and the environment by reducing commuting.

The role supports the director and the team in the day to day operations of the company. While many roles with HdK are client facing, the office manager will focus on ensuring the team can perform at their best by growing the company culture; developing best working practices, policies and procedures; and collaborating to ensure team inclusion and diversity of viewpoints. 

The office manager will ensure that client, contractors and staff contracts are managed effectively and also oversee certain elements of the day to day accounts, finances and budget forecasting alongside the finance manager, team and director.  The role also covers monitoring company morale, helping to organise social events for the team and promoting the wellbeing of everyone at HdK.

The new office manager will coordinate the creation of a rich, welcoming and engaging onboarding process incorporating training, education and where required knowledge transfer for new staff members.

As a small business, there is a culture of team members developing their own roles based on their strengths and interests and what they want to achieve. It also means that job descriptions are wide and varied and sometimes fluid. Feedback from current and past team members have indicated that this has been a positive part of working at HdK and it is expected that this will equally apply to the office manager role. 

• Collaboration on company inclusion and diversity initiatives.
• Co-ordinating, developing and maintaining company policies with the support of the wider team such as policies around diversity, carbon footprint, company culture and team social opportunities.
• Company finance, updating company dashboards, company accounts tasks in conjunction with the accountants and finance manager, maintaining forecasts and projects with the director. 
• Managing company agreements with employees, contractors and clients.
• Oversee staff recruitment
• Advise the director in team support issues
• Overseeing team personal growth initiatives/programmes
• New employee onboarding and knowledge transfer.
• Helping the director with annual and interim reports. 
• Champion company culture
• Office health and Safety and wellbeing
• Company compliance, e.g GDPR, insurance etc

We will be looking for evidence that you have many of the following:

• At least 5 years workplace experience working in similar roles in at least three different companies
• Experience managing contracts (no legal training expected)
• Experience managing finance such as forecasts, invoice management, etc
• People management experience as a manager or with HR experience
• Experience coordinating the development of company policies
• Strong communication skills
• Strong organisational skills
• Strong attention to detail
• Ability to motivate and empower team members

The post is offered as a part-time post  – ideally 2-3 days a week
£30,000 – £35,000 based on experience (pro rata). Statutory holiday allowance (20 days plus Bank Holidays pro rata) increases each year employed for first five years.

• Attractive studio in lively and creative Hoxton, a short walk from Brick Lane and Shoreditch High Street 
• Creative work environment and culture 
• Support from talented and hardworking team members 
• Close-knit and friendly team, always up for out of work socials 
• Nurturing company culture providing professional support and development 
• Other employees at HdK have gone on to take successful positions at The Tate, Royal Opera House or for well-known vlogging agency Gleam Futures 
• Quarterly or more organised team social events
• Up to three days paid to work on community projects/outreach/volunteering
• Your birthday off as a holiday
• Annual training allowance of £500 pro rata per year
  
• Current hybrid working practices
• Remote working opportunities (other than at your normal home office) e.g. around holidays to access cheaper flights
• Flexibility around working hours
• Arts Marketing Association membership
• Opportunity to attend industry in person training events for free including access to galleries and museums
• Invites to client events and performances

We are based next to Hoxton Hall, an old Victorian theatre on Hoxton Street. This is a vibrant area near Shoreditch and Old Street.  128 Hoxton Street, London, N1 6SH.

We currently operate a hybrid workplace with team members required to be in the office a minimum of two days a week.