Office Manager

Job description

We are seeking an experienced and highly organised Office Manager to support the smooth day-to-day running of the JNF UK Legacy Team. This senior role combines executive PA support with office management and operational oversight, acting as a central point of coordination.

Location: Hendon, North West London, in office.

Hours: Full time, 37.5 hours per week / 5 days a week

Office hours: 09:00 – 17:30, early closing on Fridays and office closure on selected Jewish festival days.

Role Summary

The Office Manager will take responsibility for ensuring the smooth, effective and well-organised day-to-day running of the KKL Executor & Trustee office.

KKL ET is JNF UK’s Legacy Department, supporting individuals to create lasting legacies that sustain Israel’s future. For over 70 years, the department has provided a unique combination of expert legal services and compassionate personal support to clients across the UK, guiding supporters through the estate planning process and carefully stewarding their final wishes.

Within this context, the role combines senior PA support with office management and operational oversight of the legacy team. Reporting to the Director of Legacies, the postholder will act as a central point of coordination, providing structure, follow-through and practical problem-solving across administrative and operational activity, helping to ensure the department operates efficiently, professionally and with sensitivity. Learn more about KKL ET at

https://kkl.org.uk/

Key Responsibilities

Office Management & Operational Oversight

• Under the direction of the Director of Legacies, take ownership of the smooth, effective day-to-day running of the office, anticipating issues and resolving them proactively.
• Provide consistent operational oversight of legacy team members, supporting effective workload management, prioritisation and delivery of tasks.
• Take responsibility, in a supportive capacity, for coordinating and guiding the team’s work while maintaining clear respect for the Director’s authority and accountability.
• Proactively monitor progress against deadlines and service standards, identifying risks or delays and taking action to address them.
• Ensure administrative processes, procedures and service standards are understood, applied consistently and reviewed where improvements are needed.
• Act as a reliable first point of contact for operational queries, exercising judgement on when and how matters should be escalated.
• Oversee all departmental purchasing and general office requirements, including ordering supplies, to ensure the office operates efficiently and professionally.
• Take responsibility for meeting room management, ensuring spaces are organised, presentable and prepared for meetings and visitors, and managing the visitors’ diary accordingly.
• Take ownership of the administration and coordination of internal and external events.
• Support legacy and community-focused initiatives.
• Ensure actions arising from projects, meetings and reports are progressed and completed.
• Ensure client and case records are complete, well-organised and kept up to date, including the accurate filing, archiving and maintenance of both physical and digital records.
• Take ownership of the accuracy, integrity and effective use of the Salesforce database.
• Manage estate banking processes, monitor incoming cheques and support associated financial administration.

PA & Administrative Support

• Provide high-quality, proactive PA and administrative support to the Director of Legacies, and administrative support to the Director of Community Relations as required.
• Proactively manage diaries, appointments and meetings.
• Organise client visits and regional trips.
• Manage incoming and outgoing calls and general correspondence.
• Prepare agendas, take accurate minutes and track and progress action points.
• Draft correspondence and undertake mail merge letters for clients.

Client Case Administration

• Build and maintain professional, respectful and sensitive relationships with clients, relatives and professional advisers.
• Handle interactions with elderly, confused or bereaved clients with empathy, patience and discretion.
• Take responsibility for initiating and coordinating post-death processes, including death registration and funeral arrangements.
• Liaise confidently with hospitals, funeral directors and other external parties.
• Support the administration and management of deceased clients’ personal effects.

Person Specification

Essential

• Proven experience in a senior administrative, PA or office management role.
• Demonstrated ability to oversee or coordinate the work of others.
• Strong organisational skills with the ability to manage competing priorities.
• Excellent written and spoken English.
• High level of discretion and professionalism.
• Confidence dealing with sensitive or emotionally charged situations.
• Strong interpersonal skills.
• Competent user of Microsoft Office and databases such as Salesforce.

Desirable

• Legal secretarial experience, particularly within wills, probate or estates.
• Experience managing or supporting estate or client banking systems.
• Experience working within a charity, legal or professional services environment.
• Awareness of faith-based death and burial practices, particularly Jewish requirements, would be an advantage.

Additional Information

• Office-based at JNF UK’s London Office.
• Office hours: 09:00 – 17:30 with early closing on Fridays.
• Holiday entitlement: 20 days annual leave + 8 UK bank holidays (pro rata for part-time), and Jewish festivals when the office is closed.
• Subject to an Enhanced DBS (and barred) check.
• This Job Description outlines the general nature and key responsibilities of the role. It is not intended to be an exhaustive list. Duties may evolve in response to organisational needs.

Extra information

Status

Open

Education Level

Secondary School

Location

London Area

Type of Contract

Part-time jobs

Published at

01-03-2026

Full UK/EU driving license preferred

No

Car Preferred

No

Must be eligible to work in the EU

No

Cover Letter Required

No

Languages

English