AddressOffice Manager
Country: United Kingdom
Position Location: Bristol, UK
Contract Type: Permanent
Work Pattern: Full Time
Sector: Corporate services
Discipline: Administration
Job Ref: 1146
Recruiter Contact: Laura Kennedy
Mott MacDonald
We’re a global engineering, management, and development consultancy.
Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.
Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.
A fundamental part of this is respecting each person’s differences and striving to meet their needs.
We are proud to be a one of Glassdoor’s top employers to work for in the UK, as well as being recognised as a Top Inclusive Company in the UK.
Our values: Progress, Respect, Integrity, Drive, Excellence.
About the business unit
Mott MacDonald’s support services are the driving force behind our organisation enabling us to run efficiently and effectively. The team works collaboratively to offer specialist advice, best practice and technology to all areas of our business specifically designed for our global reach.
Overview of role
Are you an experienced Office/Facilities professional seeking a new challenge?
Interested in joining a leading multi-million-pound organisation to work as part of a national premises support team?
Do you wish to take on a role with excellent opportunities for long term career progression?
Interested in joining a leading multi-million-pound organisation to work as part of a national premises support team?
Do you wish to take on a role with excellent opportunities for long term career progression?
As an Office Manager, you will be focused on operational activities for the office ensuring staff and visitors enjoy a great experience when attending our premises.
As Office manager you will be responsible for compliance with all mandatory compliance under Mott MacDonald’s Business Management System, namely health, safety, security, information security and office environmental management.
Reporting directly to the Area Premises Manager your duties will include but not limited to:
General
- Ensuring the office complies with Group standards and local legislation
- Arranging emergency procedures including fire, security and first aid
- Retaining all relevant records for three years
- Assisting the Office Director with the production of the Office Continuity Plan.
Risk
- Undertaking office risk assessments
- Reviewing office risk assessments after substantial changes or at least annually
- Identifying hazards and completing actions to mitigate their risk.
Health, Safety and Security, Information Security and Environment
- Ensuring staff and visitors are made aware of, and follow, Health, Safety and Security procedures in the office
- Managing and controlling staff, visitor and contractor entry to the premises
- Ensuring all accidents and near misses, plus Health, Safety and Security, Environmental and Information Security incidents are reported
- Ensuring all reported incidents are recorded and investigated appropriately
- Cooperating with Safety Managers in monitoring Health, Safety and Security and Environmental performance
- Undertaking an annual Environmental Impact Assessment
- Updating office procedures for Health, Safety and Security, Environment and Information Security annually, in line with Group objectives, and arranging the publication on Compass.
Outside Services Suppliers
- Procuring office services and supplies using centrally preferred supplier lists and providing feedback on performance.
Office Inspections
- Undertaking monthly inspections of the office, using Monthly Office Inspection Checklist, recording and acting upon findings
- Monitoring progress of improvement actions and review actions undertaken and impact annually
- Managing staff awareness of office improvement actions and raise awareness of requirements through communications and publicity campaigns.
People Management
- To perform a line manager role to local office coordinators within their scope
- Act as a point of contact for annual leave and sickness
- To arrange cover for front of house roles
- Authorise overtime Ensure line reports feel involved in the business
Candidate Specification
Previous experience in an Office/Facilities management role
- Excellent people skills
- Ability to effectively communicate with staff and visitors through, phone, email and in person.
- Proficient in MS office applications
- Able to work as part of a team and independently
- Good knowledge of Health and Safety management in the context of an office environment
Equality, diversity, and inclusion
We put equality, diversity, and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they can contribute.
Accessibility
We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.
Agile working
Happy to talk Flexible Working and how we can support your responsibilities beyond the workplace.
We offer some fantastic benefits including:
Health and wellbeing
- Private medical insurance for all UK colleagues.
- Health cash plan to support you with every day health costs and treatments.
- Access to Peppy, providing free support from menopause experts for all UK colleagues.
- A variety of wellbeing support is available through our comprehensive wellbeing program, including access for you and your family.
- Ability to flex your salary to opt into a wide range of health benefits, many of which can be extended to your family too.
Financial wellbeing
- We match employee pension contributions between 4.5% and 7%.
- Life assurance equal up to 4 x your basic salary, with an option to increase the level of cover to 6 x your salary.
- Our income protection scheme provides a financial benefit, as well as absence and return to work support due to long-term illness or injury.
- Flexible benefits, including increased life assurance cover, critical illness insurance, payroll saving and will writing.
- As an independently owned business we share the financial success of the business with all our colleagues in various ways including annual bonus schemes.
Lifestyle
- A minimum of 33-35 days holiday each year, inclusive of public holidays and dependent on level, with the ability to buy or sell leave through our flexible benefits programme.
- Holiday entitlement increased to a minimum of 35 days after 5 years’ service.
- Variety of employee saving schemes and discounts from high-street retailers.
Enhanced family and carers leave
- Enhanced family leave policies, including 26 weeks paid maternity and adoption leave, and two weeks paid paternity/partner leave.
- Our shared parental leave matches maternity leave meaning we pay up to 24 weeks at full pay.
- Up to five additional days leave are provided for those with significant caring responsibilities, two of which are paid.
Learning and development
- Primary annual professional institution subscription.
- A broad range of opportunities to enhance both technical and soft skills through mentoring, formal training, and self-development options.
Networks, communities, and social outcomes
- Join a wide range of groups including our Advanced Employee Networks which support our LGBTQ+, gender, race and ethnicity, disability, and parents/carers communities.
- Make a difference within our communities through our social outcomes.
Apply now, or for more information about our application process, click here.
