Office Manager

Main Duties and ResponsibilitiesYou would be responsible for the delivery of an excellent proactive support service toour colleagues in the areas listed below:Contracts/Facilities Management:* Primary point of contact for all contracts/ facilities queries (including any issuesthat may arise on occasions outside of office hours).* Oversee the cleaning services to ensure meticulous maintenance of premises,liaising with the contractors and building/property managing agents to resolveany issues in a timely manner.* Support the Director of HR and Support Services in the preparation of thebudget, monitoring expenditure and general financial administrative dutiessuch as checking orders and invoices.* Be the first point of contact for any queries or concerns relating to Health andSafety and ensure compliance to at least minimum standard relating to theHealth and Safety at Work Act; appointing fire wardens/ first aiders,managing fire drill, weekly fire alarm testing, staff awareness training, siteinduction and management of the outsourced Health and Safety contractors* Liaise with the managing agent as necessary to resolve any repair andmaintenance issues* Escalate the requirement of any maintenance or repair work to the Director ofHR and Support Services if required* Maintain security arrangements around the office including managingrelationships with external suppliersMail:* Overall responsibility for ensuring that all mail is processed and franked dailyincluding recorded and special deliveries ahead of evening collections (RoyalMail and DX)* Maintain the franking machine, being the first point of contact for reportingfaults, maintenance, adding credit and ordering franking supplies* Ensure that incoming Royal Mail and DX mail is sorted and delivered each dayin line with firm procedures* Liaise with Royal Mail and DX Delivery Services to report any late deliveriesand collections* Ensure a prompt internal post-delivery and collection service at designatedtimes throughout the day* Undertake external deliveries and collections as necessaryDocument Management/Archives:* Overall responsibility for the maintenance of accurate records of all archiveddocuments* Ensure documents are issued and returned as requested in accordance withFirm procedures* Ensure all employees for whom you are responsible have appropriate trainingand development needs identified and acted upon* Undertake regular supervision and management of staff, includingparticipation in recruitment, induction and disciplinary/grievance procedureswhen required.Skills, knowledge and experience* Experience working in an Office Management/ Facilities Management role isessential* Proven experience in managing contracts and carrying out regular reviews toensure satisfactory performance and value for money* Knowledge and experience of health and safety within an office environment* Strong experience in managing people with confidence* Proficient in using Microsoft Office applications including Outlook, Teams, Wordand Excel

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