Junior Office Manager

Junior Office Manager

Part Time - 3 days per week

08:30am - 17:30pm

Central London (office based)

GBP35,000 pro rata

The Junior Office Manager is required to provide support to both the Directors and the wider team, whilst ensuring the effective and smooth running of the office.

Duties

Admin

• The "go to" person of the office and first point of contact to the office
• Problem solving day to day issues as they occur
• Answering and screening phone calls and general email inbox
• Organise meeting rooms
• Greet clients and guests and ensure they are well looked after throughout their visit
• Organise lunches for meetings as required
• Liaise with the Office Manager/ PA in the other office
• Takes meeting minutes as required
• Ordering of office supplies
• Troubleshoot IT problems, otherwise liaise with IT Manager
• Archiving and filing
• General adhoc tasks for members of staff

HR

• Advise Directors on HR protocol and seek advice from external consultant if necessary
• Manage end to end recruitment process
• Prepare for and carry out inductions
• Support for performance management , grievances, dismissal etc
• Ensure all documentation is in place and current
• Manage key dates and ensure Directors are aware of actions required
• Maintain holiday and sickness trackers
• Ensure Probationary and Annual reviews are organised with Directors
• Maintenance of personnel filing
• Arrange Christmas parties and regular team events
• Stay up to date with legislation and seek advice regarding any changes

Facilities

• Ensure the office is always presentable
• Manage supplies and annually liaise with suppliers for documents i.e. Health & Safety policies
• Liaise with maintenance engineers within Workspace
• Liaise with cleaning company

Health & Safety

• Health & Safety representative for the London studio
• Office Fire Warden (training can be provided)
• First Aider (training can be provided)
• Implement and manage H&S policy and procedures
• Plan H&S activities and conduct regular tasks as detailed in plan
• Liaise with external H&S consultant and host annual audit
• Attend H&S meetings via voice call with the Leeds office
• Maintain accurate records

Quality and Environmental Management

• Prepare for and host the external audit
• Liaise with counterpart to control system documentation including updates to documents

Finance

• Liaise with Finance Manager with regards to incoming finance paperwork
• Pay in cheques and raise them as requested
• Raise Purchase Orders for all purchases and track reimbursable amounts
• Manage petty cash including monthly reconciliation
• Main key holder for financial documentation and safe
• Coordinate expense claims and reconcile company credit cards

PA duties

• Personal Assistant support for the Directors
• Diary management
• Taking/ making calls on behalf of Directors
• Arrange travel as requested
• Coordinate involvement in conferences and events
• Build good working relationships with the Directors clients and regular contacts
• Type letters, project material, and fee proposals
• Confidential fee filing
• Liaise with Professional Indemnity insurer regarding contractual documentation and track complex progression of discussion
• Minute management meetings
• Support the Directors to arrange marketing events including sending out invitations, monitoring guests lists, arranging travel and making restaurant/ hotel reservations

Required

• Minimum of 5 years as a personal assistant/ administration
• Excellent knowledge of Microsoft Office suite and Indesign preferred
• Extremely organised to ensure no task "slips through the net" and all Directors questions can be answered
• Excellent priorisation and problem-solving skills
• Excellent written and communication skills with people varying authority
• Common sense and resilience
• Level headedness and the ability to work under pressure
• A "not ask too small", "no problem too hard" attitude
• Excellent time management and flexible when it comes to working hours

Desirable

• Experience in architecture, construction or property
• An interest in Quality and Environmental Management (ISO 9001/14001)