​The Office Manager & Personal Assistant will report to the Project Director and is responsible for organising and coordinating a range of office operations, overseeing the implementation of policies and procedures and contributing to business targets.

This role will include having authority for budgetary control and delegated sign offs so the client will need someone who is comfortable working autonomously and manages their own workload and you will take up the role of line manager for the receptionists in the region, and functional head for local project administrators.

OFFICE MANAGER DUTIES

§  Delegated budgetary authority to sign off expenditure. Meet regularly with Finance Manager to review budgetary positions and take corrective actions as appropriate.

§  Manage all facilities services within the office, overseeing and checking the work of tradespersons/contractors. Manage contractors working on site e.g. building/office refurbishment and other major changes ensuring all safety measures are in place. Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.

§  Liaise with Clients Real Estate and their appointed sub-contractors to ensure the office meets all legal and auditable requirements

§  Maintain technical documentation/compliance documents which are needed for internal and external audit.

§  Liaise with Managing Agents for building repairs an health & safety issues within communal areas.

§  Organise and coordinate Fire Drills.

§  Be the point of contact for out-of-hours works required to maintain premises.

§  Meet quarterly with Cleaning Contractors. Undertake regular checks on pest control, ensuring infestation levels are eradicated or reduced. Meet with Council Health Representatives as appropriate (normally twice per year).

§  Organise regular PAT Testing of all office equipment and maintain records for audits.

§  Take a lead role in Safety issues,

§  Archive Facility, define and write up procedures and processes for regional record retention, ensuring protection and security of files and records. Management and coordination of Archive Process.Development and continuous improvement of the process/system. Responsible for termination/disposal of data.

§  Organise staff meetings and core briefings. Research and contribute data to these events.

·      All facilities work to be in compliance with fiscal, legal or administrative requirements e.g. ISO 9000 certification.

ADMINISTRATION & TEAM MANAGEMENT

§  Line management of Receptionists; ensuring staff resources are deployed efficiently and effectively.Checking that work is recorded against correct project and overhead codings.

§  Responsible for recruitment, dismissal, setting targets/goals and appraisals.Perform regular 1-2-1 meetings and putting in place improvement plans with defined timescales if performance is failing.

§  Functional management for Project Administrators in the region.

§  Promote staff development and training.

§  Oversee and coordinate Work Experience Placements, includes liaison visits from school/college personnel. Ensure that all certification is obtained prior to commencement.Liaise with other functional managers to secure a suitable placement within the office.

§  Research, compile and write reports/presentations for senior management.Compile and write Business Plans for Capex and other equipment/items for the office and submitting to finance and procurement when final organisational approval is received.

§  Suggestions Resolution Box; taking issues raised to local management team meetings for discussion and organise resolution of items raised.

§  Compile office-wide rota for monthly safety tours of the office, liaising with EHS managers when appropriate.Undertake Stop & Talk (if applicable) and report findings.

PERSONAL ASSISTANT

§  Responsible for daily monitoring of Director’s inbox, picking up emails and responding to them, taking independent actions as required.

§  Directors Diary Management.

§  Research, contribute and prepare data/information for a variety of internal and external client meetings and presentations. Prepare, compile and contribute to reports to the cycle of operational meetings

§  Manage and coordinate events and organise venue and programme liaising with external facilitators.

§  Assemble, collate and submit expenses reports for Director.

§  Prepare and submit Reports, extracting data from the PDR meetings.

§  Resource planning data. Create, collate spreadsheets regional management operations meetings.

§  Core Brief, update and contribute to presentation and organize meeting for the office.

§  Manage on-boarding program of all new staff, devising and development a personalised individual induction programme. Manage off-boarding of all leavers, retaining swipe cards, AmEx Cards, equipment and other company property.

§  Authorise Purchase Requistions for overheads.

KNOWLEDGE SKILLS AND ABILITIES

§  First Degree/NVQ4/HND or at least 5 years’ proven experience of working in a similar high profile role

§  Proven experience of managing and supervising a team (appraisal/performance of results).

§  Ability to maintain high level of accuracy in researching and preparing data.

§  Confident, able to use initiative and to deal with sensitive and complex situations.

§  Advanced management understanding.

§  Excellent inter-personal skills (faced with constant interruptions with need to meet deadlines)

§  Be able to make solid professional judgments (sometimes on behalf of Director)

§  Very effective organisational and written communication skills. Excellent language and grammar skills.

§  Computer skills – spreadsheet and word processing at a highly proficient and advanced level

§  Capable of prioritizing workload of self (and of team members)

§  Able to maintain utmost level of confidentiality and discretion with sensitive information to the business

Desirable

§  Time management and health & safety skills

§  Equality & Diversity awareness

§  Knowledge of Railway Industry

§  Equality and diversity awareness

§  Compliance with ethical and anti-bribery policies