Job Description

Overview: The role of Office Manager is responsible for the efficient, safe and sustainable running of RSSBs office space for the benefit of RSSB employees, visitors and members. The incumbent will report to the Chief People Officer (CPO) and will manage the contracted services of the facilities team. The key responsibilities of the role include:

• Facilities Management
• Office Management
• Health and Safety
• Executive Assistant (Cover)

Responsibilities:
Health, Safety and Wellbeing

• Perform regular safety reviews of the office environment, home and remote working (including road, domestic and international travel) review findings with the Chief People Officer and complete resulting actions to ensure the company remains compliant with Health and Safety regulations and provides a healthy and safe working environment which supports employee wellbeing.
• Ensure all policies, procedures and statutory regulations are adhered to, with regular reviews and improvements and communication of these across the business to promote compliance.
• Ensure adequate fire marshals and first aider provision for the office and ensure their training is up to date.
• Ensure relevant risk assessments are up-to-date and completed for ad-hoc work.
• Implement and manage the Health and Safety policies and procedures, maintaining the Quality Management System with up-to-date and accurate information.
• Establish a programme of quality assurance including audits and checks on compliance.
• Ensure all staff are appropriately trained in key areas such as DSE, general H&S training.
• Lead on employee focussed initiatives such as mental health initiatives.
• Assess and implement appropriate recognised standards such as ISO45001.

Office Management

• Manage supplier contracts, procuring equipment and services, and reviewing office orders to ensure budgetary control and efficiencies.
• Ensure all invoices are process for third party providers and relevant authorities.
• Day to day management of the office, keeping a standard of cleanliness, meeting rooms and facilities are controlled, and any office supplies/repairs are maintained as required.
• Ensure a high-quality visitor experience from welcome to departure, including catering and meeting room management.
• Ensure that new joiners receive an office induction and are provided with their security pass on day one.

Facilities Management

• Oversee the smooth running of the office, liaising with local FM staff and building management. Including functions such as reception, security, maintenance, mail, cleaning, catering, waste disposal and recycling.
• Contract management of all facilities suppliers across the business including regular supplier reviews and leading on contract re-tenders.
• Lead on regular facilities team meetings.
• Providing assurance re compliance with appropriate statutory legislation, relevant standards, business policies and procedures.
• Manage RSSBs Energy Savings Opportunity Scheme (ESOS) submission.
• Ensure continuous review and improvement of office facilities provision.
• Liaise with the building management to ensure lease compliance and building maintenance is completed and communal areas are maintained.
• Ensure that data is collected analysed and used to monitor and improve office management and facilities provision (i.e. office capacity).

Executive Assistant Cover

• Provide holiday (and other absence) cover for the Executive Assistant when necessary.

Qualifications:
Essential:

• NEBOSH diploma in Occupational Health and Safety (or equivalent) or a willingness to work towards this qualification.
• Chartered member of IOSH.
• PA, EA or Office Manager experience in a similar role at a senior level.
• Financial awareness and ability to manage budgets and evaluate tenders.
• Experience of managing a team and effective leadership capability, demonstrating an ability to move a group with a unified vision and common objective, and in a common direction.
• An ability to influence others into following in their direction and an ability to build and maintain strong and trusting relationships.
• Communicates effectively and can share thoughts and ideas through methods appropriate to the audience.
• Adapt and respond effectively when embracing new opportunities, change and in navigating uncertainty.
• Actively contribute as part of a team and work towards achieving team goals and outcomes.
• Takes responsibility and demonstrates accountability in completing tasks and achieving objectives, actively seeking to resolve problems and identify opportunities.
• Committed to customer service and placing customer satisfaction at the heart of our success to ensure we deliver against our shared goals.
• Builds effective professional relationships with stakeholders, understanding their unique goals and motivations, gaining credibility and effectively influencing to achieve desired outcomes.
• Can work collaboratively within an evolving industry, gaining stakeholder confidence through understanding their goals and motivations and demonstrating credibility as an expert.
• Make timely, informed decisions taking account of the benefits and constraints involved.

We are committed to investing in our staff and offer formal and informal learning opportunities for development .


We value diversity and equal opportunities in employment and are committed to creating a workplace which is inclusive to everyone. As a member of the Disability Confident Scheme , we encourage candidates with disabilities who meet the minimum criteria, to apply for our jobs. If you have applied under the Disability Confident Scheme, please let us know in advance by emailing vacancies@RSSB.CO.UK


If you require any reasonable adjustments with respect to our selection process including information in an alternative format, please contact us at vacancies@rssb.co.uk


We understand the importance of work-life balance and we offer our staff the flexibility to work within our core hours and the option to vary their location between both the office and home. If you are looking for further flexibility, speak to us at interview stage so that we can consider your request.


We value our staff and we offer a competitive benefits package to ensure our staff can achieve their best throughout their journey with us. This includes 30 days annual leave (plus bank holidays); a holiday buy and sell scheme; private medical and dental cover; a season ticket loan and travel subsidy; access to a cycle to work scheme; volunteer leave; a performance related bonus and pension.