Office and Facilities Manager

Harrogate, North Yorkshire, United Kingdom

Job Title: Office and Facilities Manager
Reporting to: Director
Location: Harrogate with travel to Horsforth and Halifax required
Hours: Full-time (37.5 hours per week, including occasional evenings and Saturdays)
Salary: £30,000 - £40,000 (dependent on experience)

About Oakdale

Oakdale was established nearly 25 years ago to deliver high-quality, evidence-based psychological therapies and neuro-developmental assessments and treatments. Services provided to children, young people, and adults. Services are commissioned by the NHS and local authorities, or accessed privately. 

With centres in Harrogate, Leeds, and Halifax, Oakdale prioritises both client care and employee wellbeing, delivering outstanding services with integrity, flexibility, and compassion.

Job Purpose

The Office and Facilities Manager plays a vital role in ensuring the smooth running, safety, and professional functioning of Oakdale’s three Therapy Centres. This includes overseeing centre coordinators, managing facilities, repairs, office purchasing and utilities across all sites, and supporting the implementation of health and safety procedures under the direction of the designated Health & Safety Lead. The role also serves as a key operational hub, working closely with other departments to ensure aligned, efficient, and high-quality service delivery across all centres.

Key Responsibilities

Office Operations

• Manage the day-to-day functioning of Oakdale’s Harrogate Therapy Centre, with oversight and support for Leeds and Halifax Centres as required

• Coordinate reception rota planning to ensure appropriate cover across all sites, including evenings and Saturdays

• Organise purchasing across all three centres.

• Ensure a professional, organised, and welcoming office environment for clients, practitioners, and colleagues at Harrogate, supporting consistency across all centres

Facilities & Utilities Management

• Oversee facilities maintenance, cleaning and repairs across all sites

• Manage utilities for all locations (e.g. water, electricity, gas, waste), including monthly meter readings and contract liaison

• Approve supply orders and related invoices (e.g. cleaning, clinical, office supplies)

• Coordinate external contractors (cleaners, tradespeople, maintenance) to uphold agreed standards

• Ensure rooms and communal spaces are functional, clean, and well-presented

Health & Safety Duties

• Support the designated Health & Safety Lead in implementing and maintaining safe working practices across all Oakdale sites

• Assist with routine health & safety checks, risk assessments, and hazard reporting, ensuring actions are logged and addressed

• Coordinate routine statutory checks (e.g. fire alarms, PAT testing, emergency lighting) and maintain records as directed

• Liaise with cleaning and maintenance contractors to uphold hygiene and safety standards

• Ensure sufficient first aid and fire marshal cover is maintained during operational hours

• Support induction and refresher training processes for relevant safety procedures

• Log and escalate incidents or near-misses through Oakdale’s reporting structure

• An IOSH or NEBOSH qualification is desirable for effective support in this area

Client & Administrative Support

• Support client intake, appointment booking, room scheduling, and diary management

• Ensure accurate data entry and record-keeping on case management system

• Support practitioners with administrative needs and assist with internal governance meetings

• Track centre usage and provide insights into operational activity and performance

Finance & Reporting

• Handle client payments and petty cash 

• Collaborate with the accounts team on invoicing, and other financial records

• Maintain procurement logs and oversee budget-related supplies and services

Centre Development & Promotion

• Represent Oakdale’s Centres within their communities

• Help maintain a strong network of associate therapists by supporting a high-quality working environment

• Feed into continuous improvement initiatives and organisational planning from an operations perspective

Person Specification

Essential

• Experience in an office, facilities, or operational role

• Experience in team leadership, administration, and service delivery

• Excellent organisational and communication skills

• Confident using IT systems and databases (e.g. Google Workspace)

• Strong attention to detail and ability to manage competing priorities

• Experience with compliance, safety checks, contractor management

• Ability to work collaboratively with cross-functional teams

Desirable

• Experience in healthcare, therapy, or other regulated environments

• Knowledge of safeguarding, GDPR, and health & safety practices

• Experience managing utilities, office budgets, or centre-wide systems

• IOSH Managing Safely or NEBOSH General Certificate

Qualifications

• Essential: General education to GCSE level (Grade C or above)

• Desirable: Health & Safety, Facilities Management, or Administration qualifications (e.g. IOSH, NEBOSH)

Personal Qualities

• Professional, trustworthy, and reliable
  Proactive team player with a motivational approach

• Strong interpersonal skills and a collaborative attitude

• Committed to delivering excellent client and colleague experience

• Resilient, adaptable, and solutions-focused