Office Manager

  • Job Reference: 260420211747
  • Date Posted: 26 April 2021
  • Recruiter: Archers Recruitment
  • Location: Swindon, Wiltshire
  • Salary: On Application
  • Sector: Commercial
  • Job Type: Permanent
  • Work Hours: Full Time

Job Description

PURPOSE

Reporting directly to the UK General Manager and as a member of the UK leadership team, the Office Manager is responsible for overseeing the smooth and effective running of Human Resources, Facility Management, Customer Services and all central administration activities.

The role will initially have 1 direct report - the Customer Services Team Leader.

The main areas of responsibility include:

Human Resources:

The key deliverables in this area are to support the business to deliver people-related processes, aligned and compliant with all legal requirements; to support colleagues within the business to resolve challenging issues related to the employment, the engagement, development and performance of employees and to bridge management and employee relations by addressing requests, demands, grievances and other issues.

Some of the key tasks associated with this include:

  • Issue Offer Letters and Contracts of Employment to successful candidates and carry out induction processes.
  • Liaise with the HR team in the US and International HR teams to ensure effective alignment with, and implementation of, corporate HR initiatives and programs.
  • Ensure the UK handbook, contracts and policies are reviewed regularly and updated when necessary.
  • Engage with all staff to provide coaching and guidance when required.

Facilities management:

The key deliverable for this area is to manage the security, maintenance and services required to ensure the most suitable and safe working environment for our employees.

Some of the key tasks associated with this include:

  • The provision and/or maintenance of alarm and door access systems, cleaning contract, telephone system, Aircon and Boiler servicing, security lighting, H&S Officer (including being fire warden), fire extinguishers annual service, replenishment of supplies including stationery etc.
  • Responsibility, as a key holder, to ensure the building is secure at the end of the day and that the computer back-up has been actioned.
  • Be the contact point for the business park management team
  • General maintenance of the building internally, including decorating as instructed by leasing agency
  • Be the contact point for the IT Security team

Customer Services:

The key deliverable for this area is to act as mentor and coach to the CS Team Leader ensuring that all key business deliverables are being met.

Administration:

The key deliverables in this area are to support the business by ensuring effective administration processes and practices are in place; to support the GM and leadership team on key administrative tasks and to be the lead to ensure an open communicative culture continues to develop through the organisation.

Some of the key tasks associated with this include:

  • Arrange and lead the company's Staff Forum on a quarterly basis, take minutes and circulate action points.
  • Create the quarterly newsletter, in a timely manner.
  • Maintain all communication groups including update email groups
  • Play a leading role in the administration of the Employee Engagement surveys
  • Lead and work to further develop the charity team
  • Help to organise business and social events
  • Liaise with inter company IT team and assist with laptop set-ups
  • Updating and circulation of telephone list, birthday list, maintaining the company's on-line absence reporting system E-days, Perkbox and H&S risk assessments.
  • Actively, clearly, and timely communicate events associated with activities to various community members.

EDUCATION

  • CIPD HR Level 5 or equivalent

WORK EXPERIENCE

  • Strong HR Generalist experience; management in business/commercial enterprises, experienced PA and/or administrator.

KNOWLEDGE and SKILL REQUIREMENTS

  • Basic reading, writing and arithmetic skills acquired through a GCSE standard or equivalent.
  • High level of experience with Microsoft Excel, Word and email
  • Ability to be proactive, problem solve and seek assistance to see job is completed timely and right. Ability to create, compose and edit written materials. Strong interpersonal and communication skills.
  • Demonstrate professionalism and represent a positive company image to employees and public.

CHARACTER

  • High ethical values, honesty and integrity
  • Self-confident, possessing courage and creativity
  • Commitment to continuous improvement, accept feedback and strive to be better each day
  • Self-motivated, energetic, enthusiastic and goal-orientated; willing to self-measure daily value to company.
  • Good relationship skills with a proven record of building effective relationships and influencing people at different levels in an organisation