Job description Office Manager
Contract type: Permanent
Location: Newcastle
Hours: 36 per week, Monday to Friday (5 days onsite)
Salary: circa £33,000 per annum plus civil service pension scheme.
Civil Service Employer Pension Contribution: 27.1%
Reporting to: Head of Facilities
Internal/External relationships: The post holder will develop effective relationships with the Executive Director, directors, audit teams and external visitors. They will work closely with the London Facilities Team, Executive Assistants and Digital Services colleagues. In addition, they should maintain positive relationships with colleagues from the NAO’s office in London, contractors, the landlord’s managing agent and other tenants in the building.
About the NAO: The National Audit Office (NAO) is the UK’s main public sector audit body. Independent of government, we have responsibility for auditing the accounts of various public sector bodies, examining the propriety of government spending, assessing risks to financial control and accountability, and reviewing the economy, efficiency and effectiveness of programmes, projects, and activities. We report directly to Parliament, through the Committee of Public Accounts of the House of Commons which uses our reports as the basis of its own investigations. We employ some 900 staff, most of whom are qualified accountants, trainees, or technicians. They work in one of two main areas, financial audit, or value for money (VFM) audit. The NAO welcomes applications from everyone. We value diversity in all its forms and the difference it makes to our organisation. By removing barriers and creating an inclusive culture where all our people can develop and maximise their full potential.
FURTHER INFORMATION: Due to the nature of this role, candidates who can commit to working 5 days a week onsite is imperative. If you are unable to commit to the required days in the office, this role may not be suitable for you.
HOW TO APPLY: If you are considering applying, please submit a CV and a brief covering letter setting how you meet the criteria of the role. Closing date for applications is 23:59pm on Sunday the 2nd February 2025.
Nationality Requirement:
1. UK Nationals
2. Nationals of Commonwealth countries who have the right to work in the UK
3. Nationals from the EU, EEA or Switzerland with (or eligible for) status under the European Union Settlement Scheme (EUSS)
Please note, we are not able to sponsor work visas or accept temporary visas as we are looking to hire on a permanent basis. Please contact HRServiceDesk@nao.org.uk should you have any questions on your nationality eligibility.
Disability and Reasonable adjustments: Applicants with a disability who wish their application to be considered under the Disability Confident scheme should confirm this when submitting their application. Under this scheme we guarantee an interview to an applicant with a disability who meets the minimum requirements for the role. You should also let our HR team know if you wish us to consider any Reasonable Adjustments at any stage of the process (HRServiceDesk@nao.org.uk). Applicants will not be discriminated against on the grounds of any protected characteristic or any other extraneous factor.
Responsibilities
The role covers all aspects of office management, from facilities services, IT support and health & safety, to being responsible for office-related communications, supporting colleagues and assisting with events.
Office Support and Reception Duties:
1. Maintaining a rota to ensure the Office Manager role is fairly covered during absences.
2. Maintaining a smooth running and professional reception area, meeting and greeting staff, visitors and contractors.
3. Managing office facilities by regularly walking the floor looking for problems before they are noticed by staff.
4. Taking a proactive role in making the office a nice place to be, identifying and implementing ways to encourage office attendance.
5. Managing facilities contracts for maintenance services and cleaning.
6. Monitoring meeting room bookings and ensuring rooms are set up, hospitality is prepared, and rooms are promptly tidied afterwards.
7. Enforcing the clear desk policy ensuring no detritus is left on desks and IT data security is adhered to.
8. Overseeing the regular collection of confidential waste bins and logging waste data.
9. Receiving incoming mail, scanning all items and handling outgoing courier service despatches.
10. Maintaining the office master keys for lockers, drawers etc.
11. Ordering of hospitality, milk, coffee pods, fruit, etc. as required.
12. In liaison with the Facilities Team in London, arrange for provision of security passes to all new staff.
13. Assisting with ad hoc projects and tasks, as and when required.
Health, Safety and Environmental Support:
1. Taking responsibility for ensuring the office complies with all health and safety requirements.
2. Completing Fire Warden checklists and maintaining a fire logbook.
3. Championing environmental and sustainability initiatives.
4. Assisting in the preparation of and maintenance of the Newcastle business continuity and disaster recovery plans.
Digital Services (IT) Support: Providing digital services support as necessary and assisting with problems with equipment and liaising with engineers for more technical issues.
Liaison with the Landlord: Maintaining a good working relationship with the landlord’s managing agent and facilitate resolution of all accommodation issues which arise.
Skills required:
1. A professional manner and effective social skills capable of positively representing the NAO.
2. A methodical and organised approach to planning, prioritising and undertaking tasks ensuring that deadlines are met.
3. Excellent communication skills and the ability to build strong relationships with stakeholders.
4. Proven record of problem-solving and the ability to identify practical solutions to problems.
5. A proactive eye for detail.
6. A good working knowledge of current health, safety, environmental and facilities legislation.
7. Good computer skills and a working knowledge of MS office applications.
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