Office Manager

Purpose of the role:

The Office Manager will oversee daily administrative operations and ensure the smooth functioning of our offices. In addition to traditional office management duties, this role will include responsibility for health and safety management, ensuring compliance with all relevant regulations and creating a safe work environment for our employees.

Key job requirements and responsibilities:

Office management

• Maintain a well-organised and efficient office environment.
• Oversee the maintenance of office facilities and equipment, coordinating repairs and upgrades, as necessary.
• Manage office expenses for supplies, equipment, and facilities maintenance.
• Develop and implement office policies and procedures to improve operational efficiency.
• Coordinate office events and activities, such as meetings, conferences, and employee gatherings.
• Oversee office schedules, appointments, and conference room bookings with appropriate catering requirements. Meeting and greeting of on-site visitors.
• Manage phone calls, emails, and correspondence efficiently.
• Maintain and update company records, databases, and filing systems. Ensuring adherence to Company data retention policies.
• Manage travel arrangements and expense reporting for team members. Advising on any travel restrictions or visa requirements. Arrange security passes for customer sites as required.
• Manage role specific financial tasks such as invoicing and expense tracking.
• Liaise with external vendors and service providers.
• Collate a monthly newsletter for the business with new, engaging, and relevant content.
• Maintain uniform supplies and order replacements as required.
• Provide administrative support to senior leaders as needed.
• Handle sensitive information with confidentiality and discretion.

Health and safety

• Develop and maintain health and safety policies and procedures in compliance with governing law. Ensuring the business is legally compliant with all health and safety and fire legislation.
• Ensuring staff are appropriately trained on safe systems of work and receive all the relevant health and safety information including duties imposed by the health and safety laws.
• Conduct regular inspections to identify potential hazards and implement mitigation measures.
• Ensure that safety equipment and supplies are readily available and in good working condition.
• Investigate accidents and incidents, documenting findings and recommending preventive actions.
• Keep abreast of changes in health and safety regulations and update policies and procedures accordingly.

Qualifications / skills and experience

• Proven experience as an office manager or in a similar administrative role.
• Knowledge of office management procedures and best practices.
• Familiarity with health and safety regulations and compliance requirements.
• Excellent communication and interpersonal skills, and able to build relationships with people at all levels in the organisation.
• Proven organisational and time management skills with strong attention to detail, initiative, and the ability to make things happen.
• Reliability and discretion, solving problems whilst maintaining confidentiality of information.
• A professional and responsible approach to work, and able to prioritise and take accountability for tasks.
• Proficient use of Microsoft Office including Microsoft Teams, appropriate mathematical skills, and accurate data entry skills.

Diversity & inclusions

We are committed to creating a diverse, inclusive, and equitable workplace where everyone is respected, valued, and empowered to thrive. We believe that different perspectives and experiences enrich our organisation, and we welcome applications from all qualified individuals.

We are proud to be an equal opportunities employer. We do not discriminate based on age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation, in accordance with the Equality Act 2010.

We are also committed to supporting neurodiverse individuals and others who may benefit from tailored approaches to recruitment and workplace adjustments.

We are dedicated to ensuring fair and accessible recruitment processes. If you require any reasonable adjustments during the recruitment process or in the workplace, please let us know, and we will do our best to accommodate your needs.

This job description is not exhaustive and will be subject to periodic review. It may be amended to meet the changing needs of the business.