Office Manager
Office Manager
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
This role plays a key part in the performance and perception of CAB reporting directly to the Head of COO Business Performance. This position requires a highly organised individual who can communicate effectively at all levels from Board members to contractors and remain calm under pressure. Responsible for overseeing health and safety protocols and ensuring the welfare of staff this person plays a vital role in maintaining a safe engaging and supportive work environment. As the first point of contact for external clients and suppliers the role demands a high level of professionalism and accountability reflecting CABs values and vision.
Responsibility for Health & Safety and Fire Risk Assessments:
- Ensure annual Fire Risk Assessments are carried out by external contractors and ensure any actions/recommendations are completed.
- Ensure News Health & Safety Assessment actions/recommendations are completed.
- Review the Health & Safety Policy annually and make any necessary changes in preparation for approval by Operational Risk Committee.
- Carry out Maternity Risk Assessments and involve HR if appropriate.
- Carry out Health & Safety Inductions for new staff.
- Ensure Fire Marshals First Aiders and Mental Health First Aiders are current arranging for refresher courses where needed.
- Ensure any accidents or near misses are recorded on Dayforce and that RIDDOR procedures are followed where necessary.
- Ensure DSE Assessments are carried out annually and follow up with individuals where necessary.
- Ensure any requests for DSE Equipment are actioned appropriately.
- Ensure Personal Emergency Evacuation Procedures (PEEP) forms are reviewed 6 monthly and any actions raised are followed up.
- Ensure Reception staff carry out monthly H&S checks and record results in the Fire Log Book on SharePoint.
- Ensure H&S Notice Boards are updated with latest information.
Responsibility for building security within CABs demise:
- Liaise with maintenance providers to ensure door access entry and CCTV cameras are working properly.
- Ensure regular contractors e.g. cleaners have security passes issued.
Responsible for coordination of deliveries and pickups to and from the building:
- Ensuring visiting contractors have security passes work permits and loading bay approval where appropriate.
Responsibility for onboarding new facilitiesrelated suppliers:
- Liaise with Procurement to produce Specifications of Services and Requests for Proposals (RFP) and agree timescales.
- Liaise with potential suppliers to obtain information to complete Data Protection Impact Assessments.
- Become the Single Point of Contact through the RFP process dealing with potential supplier questions and queries.
- Liaise with chosen suppliers to set up and implement contracts.
Negotiate and monitor contracts for facilitiesrelated suppliers:
- Liaise with Procurement and Legal Dept. to review and agree contracts.
- Monitor contracts and challenge any potential failures of adherence.
- Ensure any contract renewals are processes in a timely fashion.
Raise Purchase Orders and process invoices:
- Raise Purchase Orders once quotes have been approved.
- Process invoices against POs.
- Liaise with suppliers re any questions or queries.
Assist with monitoring of Facilities budget:
- Carry out due diligence on quotes and invoices received and query/challenge where appropriate.
- Liaise with suppliers and Accounts to resolve issues.
Plan and coordinate all installations and refurbishments
Plan and coordinate internal office moves
Ensure all maintenance issues are raised tracked and completed:
- Liaise with maintenance providers regarding any issues that need attention.
- Update and monitor tracker to ensure issues raised are completed.
- Meet with maintenance providers on a monthly basis to bottom out any outstanding queries
Responsible for building related aspects of Business Continuity Plan:
- Attend Business Continuity meetings when requested to respond to any building related queries or actions and contribute to the BCP.
Responsible for smooth running of the Caf Facilities:
- Meet with service provider on a monthly basis to review performance/spend/subsidy etc.
- Carry out surveys periodically and follow through responses taking actions where possible/feasible.
Single point of contact for New Property Management Security Loading Bay and Tenant Reception
Attendance at quarterly Tenants meetings:
- Ensure any changes in rent service charges etc. are passed on appropriately in order that financial forecasting can take place.
- Share ideas/best practice with other tenants.
- Ensure any changes that affect tenants are actioned/passed on.
Support/Backfill for Reception:
- Supporting Receptionist role in times of high demand and/or priority events e.g. with organisation and space preparation.
- Carrying out Receptionist role responsibilities on an ad hoc basis where the Receptionist is unavailable e.g. manning the desk.
Qualifications :
Experience:
- Relevant experience in a similar role
- Previous responsibility for Health & Safety
- Experience of budget management
Skills:
- Strong leadership and management abilities.
- Excellent communication and interpersonal skills
- Proficient in budgeting and financial management
- Knowledge of Health and Safety regulations and procedures.
- Problem solving and decisionmaking skills.
- Ability to multitask and prioritise tasks effectively.
- Strong organisation and planning skills.
- Customer service orientation.
- Attention to detail and ability to maintain high standards.
- Flexibility and adaptability to changing situations.
- Strong negotiation and vendor management skills.
Additional Information :
- Hybrid working
- Contributory personal pension plan: Minimum: Employee 2% and Employer 7%. Employer matches contributions in 1% increments to a maximum of: Employee 5% and Employer 10%
- Life Assurance 4 times annual salary
- Group Income Protection
- Private Medical Insurance this may include cover for partner and or children at company cost. Cover includes Optical Dental and Audiology
- Discretionary Bonus
- Competitive Annual Leave
- 2 Volunteering Days
- Benefit Hub
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
