VACANCY: Oxford Head Injury Services - Office Manager

VACANCY: Oxford Head Injury Services - Office Manager April 13, 2026

Job title: Office Manager

Role summary: Oxford Head Injury Services (formerly Headway Oxfordshire) is seeking to appoint an Office Manager based at the Activity and Rehabilitation Centre (ARC) in Kennington Oxfordshire. This is an exciting opportunity to take responsibility for the effective management of financial and administrative functions, ensuring the charity is allocating resources in line with the budget, contracts and supplier agreements, and meeting legal, statutory and Health and Safety requirements.

We are looking for someone who is highly motivated to ensure varied administrative support, timely communications and maintain accurate financial records whilst enhancing financial reporting. You should enjoy engaging with key external suppliers and their services, including the monitoring of utilities, property, professional contracts and IT infrastructure.

You will be expected to manage and provide reports on income and expenditure for all funding streams, ensuring that expenditure is according to the agreed grants and within budget.

Applications close on: Noon 24th April 2026

Hours: 30 hours per week, flexible

Contract is: Permanent

Job Scope

• To maintain accurate financial records and provide accurate information to support financial reporting required by the Board, and in line with contractual and funding agreements.
• To ensure smooth administrative support, accurate records and timely communications across operations.
• To manage the supply requirements of OHIS, including monitoring of utilities and supplier and professional contracts, and IT infrastructure, maximising reliability, efficiency and minimising costs.

Key Responsibilities

• To produce the annual operating plan for premises, facilities, equipment and utilities.
• Working closely with the Services Supervisor analyse the actual operational and service costs for the charity, alerting the CEO to areas or changes which are cause for concern.
• To manage the purchase ledger and book keeping processes, undertaking monthly invoicing, payments and reconciliations, providing management information and supporting the CEO with preparation of any reports as required.
• To manage the operation of the organisation's financial and HR systems ensuring the accurate recording, collection of accounting data and personal information about staff and volunteers.
• To monitor facilities and all operational budgets, including services, marketing and fundraising, tracking expenditure, anticipating and flagging variances with the CEO.
• To undertake the running of payroll, including the calculation and payment of salaries, holiday and sick leave, and the calculation of PAYE and information to HMRC and our pension provider.
• To support the management team with all HR processes including induction, recruitment and contracts, maintaining HR policies and paperwork up to date and accessible to staff, and their enquiries are dealt with in a timely and satisfactory manner.
• Working closely with the CEO, identify, negotiate and monitor key suppliers and contractors, and keep under review the efficient and cost-effective delivery to meet contract terms and service level agreements.
• To monitor and collate IT issues and liaise with IT support provider to resolve.
• To manage and support the administration team, setting annual objectives and personal development plans, conducting monthly supervision and annual appraisals with permanent staff, and organising team meetings, including volunteers.
• To monitor and maintain good practice, across financial and HR areas, in line with OHIS policy and procedure, and ensuring compliance with relevant regulations, standards and legislation governing payroll, HR, Health and Safety and GDPR.

To apply, please send a CV and a one page covering letter explaining your interest and describing the skills and achievements, which you believe are most relevant to success in this role to .