Office Manager

Job title: 1003-314 Office Manager| Grade: C | Vacancy type: Permanent Job Share | Hours: 17.5 hours | Salary £31,719 pro rata |Location: Great Glen House, Inverness| Closing date: Midday, 10 April 2024 | Interview date: 29 and 30 April 2024

Job Purpose Summary:

NatureScot provides great places to work in offices and buildings across Scotland, including on our National Nature Reserves. NatureScot currently has 27 offices across Scotland, most of which are shared with partners. Some of our offices are operated by NatureScot and others by our partners and we are developing a more consistent customer focused workplace experience across Scotland. This is an exciting time to join the Workplace Facilities and Services (WFS) Team that delivers office services, building management and travel services. NatureScot has actively embraced the Single Scottish Estate (SSE) programme and we are open to new ways of working for this work to be as successful as possible. As regards our headquarters building in Great Glen House we are promoting this as a co-location hub for more public bodies to move in to and we want to build the buzz by encouraging more staff to use GGH as a place as a gathering place for collaborative working.

Key responsibilities and accountabilities

This is a job share for a full time Office Manager role. The Office Manager leads the Service Delivery Team to deliver a range of office and building management services for NatureScot and collocatees of GGH ensuring the health, safety and wellbeing of users and security of the premises. The focus of the role is on:

• Leading the GGH Service Delivery Team (SDT ): Line management responsibilities for 5 B grades and engendering a positive work environment in which our diverse team can flourish. Delivering efficiencies in how we work through effective delegation and building a resilient team.
• Responsible for delivering a range of office management services in GGH and leading delivery of national services currently including Switchboard, provision of MFDs that are delivered to other NatureScot’s offices. A key role in developing GGH as a thriving hub for current and new collocatees, building community and utilisation of collaborative spaces.
• Ensuring the health, safety and wellbeing (HSW) of users and security of the premises : through provision of a HSW Policy Statement for GGH, the Fire Plan and acting as Fire Safety Manager for GGH, overseeing Fire Wardens and First Aider Services. ‘’Building Contact for GGH’’ for Property Team carrying out a range of building compliance tasks. Security of ID passes/fobs/keys. Key role in the emergency response and business continuity Plan for GGH.
• Responsible for property management tasks that ensure that the electrical and mechanical building systems, fabric and grounds of GGH are fit for purpose and provides a healthy and safe place to work. Training is provided including for operating the building management system (BMS) and Closed Circuit TV (CCTV).
• Managing contractors that deliver workplace services for GGH and associated budgets driving performance to improve service delivery and reduce running costs. Liaising with contractors both before and during works to ensure that the health and safety of their employees and ours is not affected by our respective work activities.
• Delegated financial management associated with contracts & property maintenance work and income from collocatees.
• In the absence of the Workplace Services & Contracts Manager, acting as their deputy for covering priority tasks they are responsible for. Any other tasks commensurate with the grade.
  

Prerequisites Required:

• To undertake a Disclosure Scotland application.
• For call outs outside office hours: be available to respond on the phone and when there is no alternative but to attend site to attend to the call out have a means of getting to GGH within a reasonable time.
• Also workplace services are occasionally scheduled for when the office is closed and the role holder may be required to be on site.
• To help meet NatureScot’s statutory First Aid requirements in GGH, we are asking the role holder if they will volunteer to be trained as a qualified First Aider.
Although Gaelic language is not a prerequisite it is a desirable skill in support of our commitment to our Gaelic Language Plan

Essential Skills

• Understanding of the Single Scottish Estate and value of the office in enabling hybrid working.
• An understanding of change management and the ability to support staff through change programmes.
• Proven leadership and people management skills. Team building skills with the ability to coach and influence to achieve results.
• Demonstrable ability to collaborate with a range of stakeholders and customers.
• Procurement and budget management experience.
• Qualifications in (or willingness to learn) Health, Safety and Wellbeing and Building Management compliance.
• Excellent organisational and analytical skills with a flexible approach to a diverse and busy workload.
• Ability to work on own initiative and innovative in approach to problem solving.

Prerequisites Required

• Proof of right to work in UK.
• To undertake a Disclosure Scotland application.
• Although Gaelic language is not a prerequisite it is a desirable skill in support of our commitment to our Gaelic Language Plan

Working for NatureScot

NatureScot offers some great benefits to reward and support you whilst you are working for us. Our benefits package includes the civil service pension scheme, a generous holiday leave allowance plus flexi time, and employee discount scheme. Visit the NatureScot website for further details .

NatureScot’s Net Zero commitment

Whether working at home or in an office, or travelling to meetings and site visits, as a NatureScot you will contribute to our Net Zero plan, for example through positive carbon travel choices. You will aim to minimise travel in accordance with NatureScot’s low carbon operating procedures. However, you will, in some circumstances, be expected to work with colleagues and stakeholders from across Scotland, which will involve some travel and may involve overnight stays.

Application Process

Application is by CV and Supporting Statement. Please ensure you have attached these documents when submitting your application.

Before applying for this post;

Internal applicants should read the Self Service Guide (eRDMS A3155575)

External applicants should read the Online Job Application Guide

If you have previously applied for a vacancy with NatureScot you must remove the supporting statement from your profile, before uploading a new version.

Interviews

External candidates will be invited to interview if we are unable to recruit internally

For information regarding the vacancy please contact:

Carole Wells

Head of Workplace Facilities and Services

NatureScot, Great Glen House,

Leachkin Road, Inverness, IV3 8NW

Tel: 01463 725004

E-mail: carole.wells@nature.scot

For information regarding the recruitment process please contact:

recruitment@nature.scot

Nature is vital to all of us, so it is vital that we are an organisation for all of Scotland. The more diverse NatureScot is, the better we will be in connecting everyone with nature. We particularly encourage applications from people from Minority Ethnic (ME) backgrounds and people with a disability