Office manager

Job Details

Salary: £50,000.00 per annum

Job Type: Permanent,Full time

Location: Head Office, Barnet

Role: Fully-office based role

Benefits

· Discretionary annual bonus

· Company Pension

Company Profile

Milestone Group is a public sector construction company operating throughout the South of England. We are a circa £30m turnover business with long-term contracts which provide the company stability and we have had continued growth for the last 5 years.

The Role

Milestone is looking for an office manager who is a strong, personable, proactive team player this role will suit someone with a drive to deliver outcomes, who enjoys enhancing the status quo and has a commitment to roll their sleeves up to get involved where needed.

HR Management

· Full responsibility for day-to-day office and standalone HR management, handling both routine and complex employee matters.

· End-to-end employee lifecycle management, including onboarding, probation reviews, maternity processes, disciplinaries, redundancies, and terminations.

· Drafting and issuing offer letters and employment contracts and ensuring all new starters are fully inducted.

· Conducting DBS checks and Right to Work checks in line with UK legislation and compliance requirements.

· Maintaining and updating company policies in line with employment law and communicating changes effectively to staff.

· Issue self-certification forms to staff returning from sick leave and conduct return-to-work interviews.

· Managing all exit interviews, collecting feedback and reporting findings to line management and the Board of Directors.

· Actively supporting recruitment activities, including managing terms of business, candidate sourcing, shortlisting, and interviewing.

· Acting as Level 1 User and Authorising Officer for Sponsorship Licences, assigning Certificates of Sponsorship to overseas workers.

· Managing training and e-learning for new and existing employees, maintaining the training matrix/platform and coordinating funding.

· Sitting in disciplinaries, gross misconducts to act as an impartial person and record meeting notes

· Communicating with the admin staff in Newbury and Bracknell office to make sure they have completed induction paperwork with new starter

· Working closely with the Fleet department to ensure new starters requiring vehicles are onboarded – this includes completing license checks and passing on the relevant information to the Fleet Coordinator.

· Mental Health First Aid support – acting as a 'go to' person when issues arise, providing day to day HR support if any issues are raised

· Keeping in touch with staff with long-term absences, ensuring there is clear communication throughout and passing any feedback onto line management.

· Liaising with the external HR solicitor on any complex HR issues.

· Ensuring new starters are informed on the 'Wisdom' app – the EAP programme.

Finance Support

· Assisting with monthly payroll in collaboration with the Finance Controller, including processing agency timesheets and payments (EEBS).

· Chasing line managers to ensure expenses have been approved within deadline.

· Ensuring absences including sick absences have been recorded properly – issuing fit notes to payroll

· Coordinate with Accounts team on leases for new offices, setting out deposits, notice periods, cost, and location

· Ensuring all yearly confirmation statements issued by external accountants have been signed and saved in relevant folder on Datto

· Saving all leases and agreements in relevant folders.

Compliance and Accreditations

· Overseeing annual renewal of company accreditations (CHAS, ISO, Constructionline, NFRC, Cyber Essentials)

· Managing annual renewal of company insurances.

· Completing all Pre-Qualification Questionnaires (PQQs) and onboarding processes for subcontractors and updating the PQQ matrix.

· Assisting the external tender management team on any documents they require

· Managing ISO renewal throughout the year with external consultant.

· Managing and updating the Health and Safety Audit tracker, ensuring they have been submitted monthly.

General Office Administration

· Coordinating PAT testing, fire extinguisher service, and other statutory servicing across office locations.

· Actively contributing to Senior Management Team meetings, raising departmental risks, issues, and improvement opportunities.

· Organising company events, including team-building activities, networking events, and annual functions.

· Day-to-day office management and operational support.

· Ordering office supplies, ordering stock and ensuring office is well equipped

· Answering incoming calls on the landline telephone, and directing the calls where relevant

· Monitoring the Head Office and General Enquiries inbox

· Liaising daily with IT company on equipment set ups, deliveries to the other offices, and creating new starter forms and leavers form

· Ordering the staff equipment, setting up replacements if equipment is damaged

· Liaising with the Landlords of the other offices if any issues arise (e.g. boiler issues).

Training

· Issuing out training to new starters (Asbestos Awareness, Manual Handling, Working at Height, First Aid and any other relevant courses)

· Send out refresher training for any expired training courses.

· Set up CITB funding and training grants

· Organise external training (e.g. SMSTS, PASMA, TWTC, NVQ's)

· Coordinate in team's diaries on booking in training to ensure there is cover on site, and have clear communication with line management on training dates

Requirements

· 10 years' experience in Office management (at least 3 in a construction company)

· Microsoft Office suite, including Outlook and Excel skills

· Strong line management skills

· Strong confidence in IT systems

Job Types: Full-time, Permanent

Pay: £50,000.00 per year

Benefits:

* Company events
* Company pension

Work Location: In person