Job Title: Senior Administrator/Office Manager
The Role
The Office Manager will be a highly motivated and organised professional, serving as a pivotal contact for the Senior Management Team.
Key Responsibilities
1. Office Management
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Daily Operations and Procedures:
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Ensure the office environment is organised, efficient, and conducive to productivity.
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Implement and maintain office policies to enhance operational efficiency.
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Manage incoming and outgoing correspondence, including emails, phone calls, and postal mail.
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Oversee general office duties such as meeting room management, filing, and photocopying.
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Office Supplies:
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Monitor and audit inventory levels of office supplies and equipment.
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Manage procurement processes to ensure best prices and quality.
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Equipment and Facilities Maintenance:
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Schedule and oversee maintenance and repairs of office equipment.
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Liaise with building management for facility maintenance and improvements.
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Ensure compliance with health and safety regulations.
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Budgets & Contracts:
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Collaborate with Finance to manage the office budget and track expenses.
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Manage contracts and process invoices for timely payments.
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Identify and implement cost-saving measures.
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Event Management:
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Organise office social events, coordinating with vendors and venues to ensure successful execution.
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Foster a positive and inclusive office culture.
2. Marketing Management
- Assist in developing and implementing marketing strategies with external providers.
- Coordinate and track marketing campaigns.
- Manage social media accounts and create engaging content.
3. HR Administration
- Support the recruitment process from job posting to scheduling interviews.
- Manage onboarding/offboarding processes in collaboration with Line Managers and IT.
- Maintain accurate employee records and ensure compliance with HR policies.
- Administer employee benefits and manage the HR system.
- Support disciplinary matters with guidance from external consultants.
- Manage employee security clearances and liaise with local colleges for apprentice training.
4. Support to Managing Director
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Travel Arrangements:
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Plan and book domestic and international travel, managing all related arrangements and documentation.
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Address travel-related issues promptly.
5. Other Ad Hoc Duties
- Update compliance records and support special projects as assigned.
- Provide administrative support across departments during peak periods or staff shortages.
- Remain flexible to take on additional duties as needed.
Expected Behaviours
- Professionalism: Represent the company with high standards at all times.
- Reliability: Demonstrate dependability in all aspects of your role.
- Adaptability: Embrace new tasks and challenges with a positive attitude.
- Attention to Detail: Ensure accuracy and thoroughness in your work.
- Communication: Communicate effectively, ensuring clarity and constructive feedback.
- Team Collaboration: Contribute positively to team efforts.
- Confidentiality: Maintain the privacy and security of sensitive information.
- Initiative: Proactively seek improvements and go the extra mile.