SUMMARY
The Office Manager ensures the smooth, efficient and professional running of the office while providing high-quality support to the Senior Leadership Team and across the organisation. The role combines lead responsibility for office operations, suppliers, facilities and internal coordination with specific support for the Senior Leadership Team and general support across the organisation. The successful candidate will be organised, discreet, resourceful and confident managing competing priorities.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING
Office Management
- Oversee the day-to-day operation of the office, maintaining a
- safe, organised and welcoming environment.
- Liaise with the Landlord’s representative regarding office maintenance issues.
- Liaise with external providers to ensure the broadband, IT and phone system are working at all times and deal promptly with issues as and when they arise.
- Be an advocate for the company’s shared filing system.
- Ensure the implementation of office procedures and identify opportunities to improve efficiency.
- Play a lead role regarding health and safety compliance in the office environment.
- Take on the roles of Health & Safety Representative and Fire Marshal.
- Oversee the annual Health & Safety audit which includes liaison with the Landlord’s representative and the external advisors.
- Ensure the Evacuation Register is kept up to date.
- Organise the annual testing of portable appliances.
- Purchase and manage office supplies (e.g., stationery, snack bar, items for the kitchen and toilets)
- Manage office equipment (e.g. printers, watercooler).
- Ensure the office environment is kept tidy and well-presented.
- Oversee the disposal of unnecessary equipment or items.
- Oversee office security, business continuity and other workplace requirements.
- Monitor relevant budgets and identify opportunities to improve value for money.
- Executive Support
- Make arrangements for the Chief Executive Officer with regards to travel, accommodation, itineraries, diary management and related matters.
- Assist Board members and other members of the Senior Leadership Team with travel, accommodation, itineraries and related matters as and when required.
- Assist the CEO with the coordination and distribution of Board meeting agendas, briefing materials, presentations, reports and correspondence.
- Coordinate and facilitate Senior Leadership Team meetings.
- Handle sensitive and confidential information with discretion and sound judgement.
HR Support
- Assist the HR Director with recruitment, onboarding and offboarding matters.
- Work under the direction of the HR Director to help to ensure that all information in the personnel files (digital and physical) is kept up to date.
- Assist the HR Director with the organisation of an annual programme of staff development and the organisation of team-building initiatives.
- Help the HR Director to ensure that the annual performance review process is administered effectively and efficiently.
General Support
- Assisting with issues related to work equipment including laptops and phones.
- Manage some of the company’s general email accounts prioritising requests and forwarding or drafting responses as appropriate.
- Maintain the register of IT equipment.
- Maintain the directory of company email addresses.
- Assist other departments with the mailing out of letters and packages.
- Liaise with the company’s mobile phone provider regarding line rental and issues related to phone usage.
- Act as a central point of contact and signpost for staff and external stakeholders.
- Provide administrative support across the organisation and contribute to ad hoc projects.
Storage Areas
- Supervision of the storage of items within the office.
- Main point of contact for the rented external storage.
- Lead responsibility for management of the LET’s container store.
ADDITIONAL INFORMATION
This job description outlines the main responsibilities of the role.
Duties may evolve to meet the needs of the organisation. The postholder may occasionally be required to work outside normal office hours or travel, subject to business requirements and prior agreement.
MEASURES OF SUCCESS
- Office operations run smoothly.
- Office-related issues are resolved promptly.
- Administration systems are well-maintained and kept up to date.
- Colleagues and visitors receive a consistently professional service.
- Deadlines are well managed.