Office Manager Permanent

Office Manager

Job Purpose

To ensure efficient functioning of office taking on a range of HR, administrative, financial, management and quality system tasks. You will play a central role in our daily administrative tasks and have a great opportunity to develop your skills and role together with the rest of the team.

Key Duties & Responsibilities

Office Management:

• Setup, processing, filing of contracts for employees, consultants and other business activities
• Preparing letters, presentations and reports
• Assist with writing and updating company policies (including health and safety), carrying out health and safety / risk assessments and testing e.g. weekly fire alarm testing.
• Monitoring / management of office supplies and ordering replacements
• Management of external services providers (insurance, utilities, banking)
• Organising and supporting company events (meetings, social events, etc)
• Responsible for managing repairs and maintenance, electrical checks, liaising with the landlord
• Managing post, couriers and shipping of devices

HR / Recruitment:

• Managing the recruitment process end to end, including: job descriptions, liaising with recruitment consultants, candidate interviews, job offer processes, pre-employment checks and onboarding / induction
• Keeping up to date with changes in employment law through webinars and external services that the company subscribes to
• Processing and tracking annual leave requests and sickness reporting
• Maintaining employee training records
• Developing programmes for employee growth & development and wellbeing

Accounting:

• Supporting with budget planning and management
• Management of expense claims and purchasing
• Management of supplier invoices (knowledgeable of VAT preferable)
• Assisting with bank reconciliation and loading payments
• Preparation of time sheets
• Liaising with accountants on payroll matters

Regulatory / Quality:

• Ensuring HR records are maintained in accordance with our internal quality system procedures
• Assisting with writing and updating data protection policies and monitoring data protection activities

Personal assistant to management:

• Assisting with managing calendars, meetings and email for senior management.

Skills & Competencies

• Excellent English written and verbal communication skills
• Ability to follow instructions accurately and diligently
• Organised, methodical with excellent attention to detail
• Ability to multi-task, plan and manage own workload including flexibility to deal with workload peaks and troughs
• Ability to build and maintain positive working relationships across the team
• Resilience and flexibility to work in a busy and changing / dynamic environment.
• Willingness to learn and develop solutions to problems
• Good time keeping, punctuality and professional conduct at all times
• Experience with purchasing with experience in sourcing products cost-effectively.

Qualifications & Experience

Essential:

• Experience with Office 365 (Microsoft Word, Excel, Powerpoint), videoconferencing facilities.
• Prior formal training or experience working in an HR role
• Experience with office management
• Experience writing, maintaining and monitoring company policies and procedures.
• Experience with finance including cloud accounting software e.g. Xero.

Desirable:

• Experience working under an ISO 9001 Quality Management System (formal training and experience writing ISO 9001 SOPs also desirable)