About us At Lothian Pension Fund (LPF), we administer the local government pension scheme (LGPS) in Edinburgh and the Lothians and are one of approximately a hundred LGPS funds in the UK. We’re an asset-backed and multi-employer scheme with around £10.3 billion of assets and we were 157% funded at our last valuation in 2023. We’re proud to serve over 95,400 members and 58 contributing employers. LPF is a growing, vibrant, and exciting place to work. We offer flexible working in our spacious city centre office. We have many social and wellbeing initiatives to ensure we keep our sense of community alive even during challenging times. The continued professional development of our colleagues is important to us, so we provide access to a wide range of resources to build their expertise, skills and confidence. The Role The Office Manager is responsible for: Managing and coordinating all property maintenance and facilities services and for ensuring that we’re compliant with current building and Health & Safety legislation Managing relationships with external suppliers to ensure that the daily operations of the office run smoothly Managing visitor/guest and room bookings Supporting the Communications team with administrative tasks. This role will be based in our city centre office in Edinburgh, five days a week. There will however be a level of flexibility to this, within business needs. Key Responsibilities Daily Office running Proactively manage all office management activities, including: Liaising with cleaning, security, and maintenance contractors Monitoring and purchasing office supplies and equipment Ensuring compliance with accessibility standards First point of contact for all office related queries Build and maintain strong working relationships with key external stakeholders, to ensure delivery of efficient, compliant and cost-effective office management and Health & Safety services Managing visitor and room bookings including: Sign-in/out and security protocols Overseeing meeting room bookings and ensuring rooms are prepared for visitors Acting as the main point of contact for office visitors Organise catering as required for in-house meetings Responsible for the relationship and management of Iron Mountain (our file management supplier) Oversight of office technology (e.g., printers, AV equipment, visitor management systems), including basic troubleshooting or liaison with IT for office equipment issues. Supporting sustainability initiatives (e.g. recycling, energy efficiency) Attending relevant meetings with other office building tenants Health & Safety (H&S) Manage H&S risk assessments and recording of all H&S material, including: Updating our H&S policy and associated procedures in line with guidance from CEC Conducting regular H&S audits Coordinate and manage emergency procedures and drills Maintaining records of incidents and near-misses Audit the First Aid equipment on a regular basis to ensure it is in working order and there is appropriate stock levels Regular PAT testing of our electrical equipment (training can be provided) Management of all First Aid and Fire Marshall training in conjunction with the HR team to ensure adequate training and support Administrative Helping the Communications team with administrative tasks Support the communications team with administration tasks for company events What experience are we looking for? The following requirements are essential for this role: Previous experience within an office management role is desirable A good understanding of office Health & Safety legislation. Relevant Health & Safety qualifications would be desirable for this role Calm, organised and able to change priorities regularly Commercially focused, resilient, flexible and adaptable to change A confident communicator who can take initiative and get things done Experience of building and managing strong working relationships and influencing senior business leaders, external stakeholders and colleagues Good writing and organisational skills Clean basic vetting checks How to apply and the assessment process Please upload your CV and a covering letter, which includes a supporting statement explaining why you’d be a great fit for the role. CVs on their own won’t be accepted as an application for the role. Our core and flexible benefits You’ll benefit from a highly competitive salary, a discretionary variable pay award and a wide range of colleague benefits, including: A generous defined benefit pension scheme Flexible working to support both your needs and those of our organisation An all-inclusive gender-neutral parent policy covering maternity, paternity, surrogacy, and adoption A free and confidential Employee Assistance Programme to support you and your family through any concerns or challenges you may face Award programme based on peer-to-peer nominations A cash bonus recruitment referral programme Access to the Salary Extras portal which offers to a range of amazing discounts and services such as a voluntary healthcare plan, gym and retailer discounts, bike to work and tech scheme Equal Opportunities (including our support for Public Sector Equality Duty) Lothian Pension Fund is committed to promoting a diverse, equal, and inclusive culture and welcomes applications from people of all sectors of the community. We encourage people from under-represented communities to apply, including but not limited to those with disabilities, from minority ethnic groups, who are part of the LGBT community, and all those who feel their voices are not commonly represented. If you need any adjustments to support your application, such as information in alternative formats or if you’re eligible under the Disability Confident Scheme please contact us and we’ll do everything we can to help. For more information on how we handle your data, please refer to our Recruitment Privacy Policy.