Job Description

Summary

We are seeking a dedicated Office Manager to join our team , in this role, you will be responsible for the smooth and efficient running of all offices. This includes overseeing administrative processes, supporting staff, managing facilities, maintaining compliance and ensuring day to day operations run effectively.

Responsibilities

Office & Administrative Management

Oversee the daily running of all offices and act as the main point of contact for staff and visitors (where applicable). Manage office supplies, equipment, and supplier relationships. Draft, update, and maintain internal policies, procedures, and office documentation. Organise company meetings, events, and team building/activities including booking accommodation/travel where required. Manage incoming post and general correspondence. Ensure APMs action all outgoing post on a daily basis. Assist with overflow calls for all teams. Monitor and respond to online reviews. Ensuring Team Diary is up to date at all times as part of Lone Working policy. Champion GDPR policy and be a point of contact for any specific queries.

HR & People Support

Responsible for onboarding and offboarding staff (inductions, equipment setup, documentation). Maintain accurate HR records in line with GDPR requirements. Monitor staff attendance, holidays, and sickness absence. Assist senior leadership with staff communications and engagement initiatives. Issue employment contracts and all other HR documentation as required such as training agreements etc. Manage training plans for all staff ensuring targets are met.

Finance

Process invoices, purchase orders, and expenses. Liaise with accountants or finance teams regarding budgets and expenditure. Support with payroll administration (if required). Manage petty cash across all offices as well as requirements for site based staff.

Facilities & Health & Safety

Ensure all offices comply with UK Health & Safety legislation. Conduct risk assessments, fire safety checks, and arrange staff training where required. Manage relationships with landlords, cleaners, maintenance providers, and contractors.

IT & Systems

Oversee basic IT setup and troubleshooting (with support from an external provider if appropriate). Maintain software licences, access controls, and system records. Assist with implementing new processes and setting up templates. Monitor all company memberships and assist with renewal requirements.

Complaints

Track and monitor complaints on internal tracker. Respond to complaints in line with procedures as first response. Escalate complaints to next stage where necessary. Work with Team Leaders on procedures/skillsets to reduce complaints.

Social Media & Marketing

Work closely with relevant team members to obtain information on specific events to assist with external social media posts. Provide internal news updates across the business on intranet. Ensure there is a consistent presence online via website/social media platforms.

Qualifications, Skills & Experience

Previous experience as an Office Manager, Administrator, PA/EA, or similar role. Strong organisational and multitasking skills. Excellent written and verbal communication. Knowledge of UK GDPR and basic HR processes (desirable). Competent with Microsoft 365 and have a 'tech savvy' approach. Ability to work independently and handle confidential information. Willing to travel across all offices and any sites where site based staff are employed.
Job Type: Full-time

Pay: From 35,000.00 per year

Work Location: In person