POSITION:OFFICE MANAGER
LOCATION: FAREHAM
SALARY £35,000 - £40,000
BENEFITS:
* Vitality healthcare
* salary sacrifice scheme for annual leave
* 24 days holiday plus bank holidays increasing with service
* Bonus of 10% if targets are achieved
* Overage bonus
* Bike to work scheme
* working from home 2 days a week if desired
* flexible working hours around core hours of 10 - 4
* parking on site
The role of Office Manager is to organise and supervise all the administrative functions which relate to the smooth and efficient running of the office.
Qualifications, Skills & Experience required of the Office Manager.
- Previous Office Management experience is essential
- Excellent written and verbal communication skills
- Ability to communicate effectively and politely
- Fast and accurate typing skills, high level of proficiency in Microsoft packages
- Ability to prioritise workload
- Ability to work effectively with other staff and as part of a team
- Ability to work on own initiative
Role Specific Requirements
Administrative
- Undertake general administrative tasks required to ensure the smooth and efficient day to day operation of the Southern office
- Assist the Group Office Manager in ensuring full compliance of all QMS policies and procedures, including introducing and reviewing policies, templates and forms
- Support Directors in their roles as and when required
- Organise legal documents to be reviewed by Directors and project team
- Assist the Group Office Manager with HR and H&S functions
- Assist with finance related tasks when required, such as creating sales invoices and holding internal invoicing meetings
- Assist Project Managers with project related tasks, such as hosting project health checks and related admin
- Manage Company mobile phone account
- Liaise with external IT provider and assist with implementing improvements
- Draft, review and send Reliance Letters
- Coordinate diary entries for regular meetings (Board, Sub-Board, Regional Updates)
- Support staff development
- Assist with managing the contact database
- Manage the utility renewals for the office
- Check and approve staff expenses
- Identify opportunities to improve our performance
- Assist with Company insurance renewals
- Assist with Company certifications and accreditations
- Assist the Office Management team with QMS audits
- Ensure full staff awareness and compliance of all QMS policies and procedures
- Assist with organising events including hotel bookings and travel
- Welcome visitors to the office and take switchboard calls
- Maintain office supplies
- Maintain the condition of the office and arrange necessary repairs
This position is a very busy one and as Office Manager you will need to have a pleasant and courteous disposition. The ability to work calmly under pressure As well as these attributes you will also need to be disciplined, well organised and conscientious, promote and respect the principles of confidentiality, be skilled interfacing with people (Staff and Clients alike), set an example to all staff by demonstrating compliance with the company’s policies and procedures and operate within the company controls and QMS, act with honesty, integrity and maintain the highest ethical standards regarding company business both in and out of the workplace, be an effective participant at meetings, look to solve problems, work effectively, efficiently and accurately, be adaptable in carrying out functions on behalf of the company, be willing to go the extra mile to ensure task completion, have good communication skills and working relationships with colleagues and clients alike
This Office Manager job description is not prescriptive; it merely outlines the key tasks and responsibilities of the post.
- These key tasks and responsibilities are subject to change.
- It is anticipated that the position will evolve over time and any changes will be made in consultation with the post holder.
Real Recruitment Solutions is committed to a policy of equal opportunities across all areas of our business and at all stages in the selection process. Acting in accordance with the Equality Act 2010 and guidelines given by the REC, we treat everyone equally irrespective of sex, sexual orientation, gender reassignment, marital status, age, disability, race, ethnic or national origin, religion, political beliefs or membership or non-membership of a Trade Union.
From advertising vacancies, conducting candidate searches, selecting CVs, discussing vacancies and submitting details to clients through to interview preparation and at offer stage, Real Recruitment Solutions ensure that each candidate is assessed only in accordance with their merits, qualifications and ability to perform the relevant duties required by the particular vacancy.
Real Recruitment Solutions place an obligation upon all staff to respect and act in accordance with this policy and consistently review regulations as laid out by the REC to ensure our policy is updated and relevant across all aspects of recruitment in order to avoid unlawful or undesirable discrimination