Job purpose
Reporting to the VP International Markets, the Office Manager/H&S Lead will provide direct support for day-to-day administrative duties in addition to more project related deliverables such as research, support, and follow-up on departmental operations and projects. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions with colleagues across all levels of the organization, including R&D leadership and external collaboration partners. In addition the role will take the lead in Health & Safety management for all three of the Bracco legal Entities in the UK.
Main Responsibilities, Activities, Duties and Tasks (Administration)
* Diary management and long-term calendar management
* Arranging meeting and events, including transport, hotels, managing itineraries and booking meetings, rooms, providing refreshments and agenda preparation; taking meeting minutes
* Ensuring actions and information requests are followed up appropriately
* Building and maintaining excellent relationships and communications with a multitude of contacts and stakeholders, internally and externally
* Regular handling of confidential and sensitive information with the upmost discretion
* Supporting the VP with external stakeholders, visitors, and preparing for visits
* Drafting or updating reports, presentations, policies, standard operation procedures, etc.
* Support with department queries & administrative tasks
* Filing & archiving
* Ensuring deadlines are complied with for own area of responsibility
* Creating PowerPoint presentations and various data reports as requested
* Supporting financial activities (e.g., raising purchase orders, goods receipting)
* Supporting contracts with external parties (e.g., confidential disclosure agreements, consultancy agreements)
* Meeting tight deadlines
* Other duties as determined by business needs.
Main Responsibilities, Activities, Duties and Tasks (Health & Safety/Facilities)
* Creating and maintaining policies: Develop and implement health and safety policies and procedures that comply with legislation and company requirements
* Monitoring risks: Identify hazards and potential risks, and monitor them to ensure employees are safe
* Conducting inspections: Organise and facilitate regular safety audits and inspections to ensure compliance with health and safety law
* Training employees: Organise the development of and delivery of health and safety training for employees
* Managing emergencies: Develop and maintain emergency response plans and conduct regular drills
* Investigating incidents: Participate in accident and incident investigations, and analyse statistics to identify trends and suggest improvements
* Providing advice: Offer health and safety advice to employees and provide technical support to senior management
* Promoting safety culture: Promote a culture of safety within the organisation
* First Aider responsibility, training courses, First Aid boxes, Policy
* Health & safety legal responsibilities, regular review, Policy required, Legal compliance requirement
* Fire safety & training, regular reviews and tests, working with OSP, actions relating to the Fire Risk assessment \ inspection including regular Fire extinguisher and emergency lighting testing, processes and policy required
* External and off-site activity – support and management where appropriate.
* Management & Update: General Office and facilities management.
Professional Experience, Knowledge & Technical Skills
* Significant relevant and related experience
* Good working knowledge of how to put presentations & briefings together
* High level of attention to detail and time management skills
* Ability to understand and anticipate needs to ensure appropriate outcomes
* Ability to remain confidential and professional with sensitive people related data and information
* Pro-active, exceptionally well organised and able to prioritise; communicate and manage expectations on delivery
* Calm under pressure
* Strong attention to detail & organisational skills
* Able to manage multiple projects & tasks simultaneously
* Working at a fast pace
* Advanced Word, Excel & PowerPoint skills
* Excellent oral & written communication skills. Ability to influence and build relationships/earn credibility quickly across broad global constituencies with competing priorities.
Soft Skills – Company Values & Behaviours
* Strong coaching, facilitation, and organizational skills; team player. Experience and skills with cross-functional and highly matrixed organizations.
* Able to work & deliver under own initiative & build relationships & support networks
* Able to influence
Flexible in approach & 'can do' attitude