Office Manager (Accounts, Payroll, HR & Admin)

Office Manager (Accounts, Payroll, HR & Admin)

Location: Happy Town Soft Play, 41 Portaferry Road, Newtownards

Position Type: Part-time (25 hours per week) / Permanent

Reports To: General Manager / Director

Job Purpose

We are seeking an organized, proactive, and versatile Part-Time Office Manager to oversee the administrative, financial, and human resources operations of our busy soft play centre. Working 25 hours per week, you will be the backbone of our centre's back-office operations, ensuring smooth day-to-day administration while managing essential financial processes, monthly payroll execution, and HR compliance. This role offers flexible hours tailored to the right candidate.

Key Responsibilities

1. Accounts & Financial Administration

• Bookkeeping: Maintain accurate financial records, including processing accounts payable/receivable and managing supplier invoices.
• Cash Management: Reconcile daily till intakes, safe balances, and bank transactions; manage petty cash.
• Reporting: Assist the external accountant or directors with monthly profit and loss reports, VAT preparation, and budgetary tracking.
• Supplier Liaison: Manage relationships with food, beverage, and equipment vendors to ensure timely payments and query resolution.

2. Payroll Management

• Timesheet Verification: Track, review, and verify shift hours, rotas, and overtime for all floor staff, party hosts, and café team members.
• Payroll Execution: Calculate and process monthly payroll, accounting for statutory payments (sick pay, maternity pay) and pension contributions.
• Tax Compliance: Issue monthly payslips, manage P45/P60 documents, and ensure accurate submissions to tax authorities (HMRC).

3. Human Resources (HR) Support

• Recruitment Support: Post job openings, filter applications, coordinate interviews, and issue employment contracts.
• Onboarding & Training: Manage the onboarding process for new hires, including background checks (e.g., DBS check) and ensuring safety training logs are complete.
• Employee Records: Maintain secure and up-to-date HR personnel files, tracking annual leave, sickness, and performance reviews.
• Policy Compliance: Ensure company policies, staff handbooks, and employment law guidelines are updated and followed.

4. General Office & Soft Play Administration

• Customer & Group Booking Support: Handle escalated customer queries, manage private party deposits, and coordinate school or corporate group bookings.
• Compliance & Health & Safety: Assist management in maintaining up-to-date health and safety logs, accident reports, and insurance documents relevant to a children's play environment.
• Office Procurement: Monitor and order office supplies, first-aid restocks, and operational stationery.

Qualifications and Experience

• Experience: Minimum 2-3 years of experience in an Office Management, Bookkeeping, or multi-disciplinary Administrative role (experience in leisure, hospitality, or retail environments is a strong plus).
• Software Proficiency: Strong hands-on experience with accounting software (e.g., Xero, QuickBooks, Sage) and payroll systems. Proficient in MS Office, particularly Excel.
• Qualifications: Certification in bookkeeping (AAT or equivalent) or HR/CIPD foundation level is highly desirable but not mandatory.

Key Skills and Attributes

• Multitasking Expert: Exceptional organizational skills with the ability to switch seamlessly between finance tasks and HR queries within part-time hours.
• Discretion & Integrity: High level of confidentiality when handling sensitive staff payroll and financial data.
• Communication: Warm, professional, and clear communication style when interacting with staff, suppliers, and families.
• Problem Solver: A proactive approach to troubleshooting administrative glitches in a fast-paced environment.

Interested applicants please submit your CV, via clicking the apply icon.

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