Job Description

Job Purpose:

The Office Manager plays a key role in ensuring the smooth and efficient day-to-day running of the office. This includes overseeing administrative functions, acting as the first point of contact for visitors and calls, supporting the SMT with various tasks, and ensuring compliance with all regulatory and operational standards. The role also includes elements of HR support, IT coordination, and supplier management.

Key Responsibilities:

Administrative & Executive Support

Provide administrative and reporting support to the SMT Take accurate minutes during SMT and committee meetings. Monitor and manage the general "info@" inbox, ensuring timely responses and follow-ups. Assist with HR administration, including paperwork audits, HR meeting note-taking (e.g., disciplinaries and investigations), and ensuring all HR records are compliant and up to date. Manages HR Hub

Reception & Office Management

Serve as the first point of contact at reception, managing all incoming calls and visitor greetings professionally. Oversee general office upkeep, ensuring notice boards, documentation, and communal areas are current and compliant with regulations. Manage training room bookings for both internal and external use. Submit monthly gas readings and organise regular maintenance (e.g., boiler servicing, company car servicing).

Procurement & Contract Management

Raise purchase orders and handle all office ordering needs, including buffets and training bookings, following sign-off by DW or RT. Manage all RFQ (Request for Quote) requirements, such as CCTV installations, office renovations, and utility upgrades (e.g., water cooler, EV charger). Administer and renew contracts including phones, IT services, insurance policies (business and car), and others as needed.

Travel & Logistics

Organise travel arrangements, including hotel and train bookings. Coordinate logistics for internal and external training sessions, including documentation, certificates, and international delegate handling.

IT & Systems Coordination

Liaise with IT and technical suppliers (e.g., ONS, Daffodil, VMS) for general support queries and issue resolution. Oversee IT setup for new starters, ensure equipment is ordered, logged, and signed for, and manage updates to the asset register.

Onboarding & Compliance

Manage end-to-end onboarding for new employees, including document collection, IT setup, workspace readiness, and induction support. Ensure all policies, procedures, and compliance documentation are reviewed, implemented, and kept up to date.

Marketing & Communications

Take ownership of HubSpot: maintain accurate data, audit usage, and produce monthly reports. Create and distribute internal communications, including the monthly newsletter. Plan and coordinate staff events and biannual all-staff meetings.

Training & Centre Management

Support internal and external short course administration: confirmations, enrolments, feedback collection, and certificate issuance. Assist in generating training certificates for the training team as required. Manage or support Approved Centre status and responsibilities once progressed. Take ownership of ATC/UKAS administrative requirements once implemented.

Key Skills & Attributes:

Strong organisational and multitasking skills Excellent written and verbal communication Professional telephone and front-of-house manner Proficient in Microsoft Office Suite, HubSpot, and general office IT systems Ability to handle sensitive information with discretion Experience in office or operations management preferred HR administration or facilities management experience is an advantage Comfortable working independently and proactively

Additional Information:

Occasional out-of-hours work may be required for events or urgent matters. Training and support will be provided where the role expands (e.g. ATC/UKAS or Approved Centre management responsibilities).
Job Type: Full-time

Pay: 27,000.00-29,000.00 per year

Benefits:

Free parking On-site parking Paid volunteer time
Schedule:

Monday to Friday No weekends
Work Location: In person