About your new role
The Office Manager is responsible for the efficient functioning of the office through a range of health & safety, administrative, financial and managerial tasks.
The Office manager's role is to ensure the smooth running of the office on a daily basis and will be responsible for the delivery of all of the above areas of responsibility. This will require the management and scheduling of a team, to meet the varying loads required throughout the day.
Responsibilities
* Health and Safety
o Working closely with Head of Facilities to ensure the Health and Safety of site is managed and compliant
o Carry out risk assessments
o Attend quarterly Health and Safety meetings (travel may be required)
* Budgets
o Working closely with the Head of Facilities who will have sign off authority - create budgets for all areas within responsibility
o First line approval of all spends - second line being the Head of Facilities
* Statutory compliance
o Ensure statutory compliance in all required areas within scope of responsibility
* Service Levels
o In conjunction with Head of Facilities and Regional Office Head develop and agree service provision and levels within all areas of responsibility
* Process and Procedures
o In conjunction with the Head of Facilities develop, implement and maintain documented processes to deliver the agreed service levels within all areas of responsibility.
* Primary Contact / Help desk
o Main contact and issue manager for all issues raised by the sites within scope of responsibility - escalation is to Head of Facilities.
* Reporting
o To meet monthly with the Head of Facilities. Date, agenda and reports to be agreed.
o To produce monthly reports for issue to the Head of Facilities. These will be used for Board reporting. Date, agenda and reports to be agreed.
* Procurement
o Day to day administration & management of contracts / suppliers liaising with Contracts Manager as required
o Requests for additional purchases outside of agreed contracts to be agreed with Head of Facilities for approval prior to ordering.
* Property Management
o To manage day to day issues with properties management agent(s) but ensuring Head of Facilities - who has overall responsibility for all properties is kept fully informed.
Some examples - but not exhaustive:
* Work closely with site Regional Office Head to deliver agreed service levels and support day to day running of the site including the housekeeping and health and safety management of the office
* Create and maintain office environment in line with our vision and values.
* Optimise use of space within each office.
* Provision and maintenance of security within site.
* Role in disaster planning.
About You
The office manager will have the following skills and experience:
* Experience of development, management and operation of administrative systems and ICT packages including Microsoft Office software
* Management of H & S experience
* Excellent organisational and time management skills
* Ability to lead and manage other staff
* Ability to fulfil all spoken aspects of the role with confidence.
* Knowledge and understanding of managing people
* Ability to work under pressure and meet conflicting demands within deadlines
* Ability to communicate effectively at all levels
* Flexible and positive approach to change
* Willing to work as part of a team
* Professional and customer service orientated
* Ability to maintain a high level of confidentiality and discretion at all times
* Team player
* Polite, professional and enthusiastic manner
If you meet our criteria and think this is a job where you could bring enthusiasm and commitment, then we look forward to receiving your application.
Why work for us
Weightmans is a Top 40 law firm with offices throughout the UK. Having been recognised as the leading legal employer and 10th overall employer at the annual Britain's Top Employers awards 2024 and achieved record rankings in Chambers UK.
We are proud to be an accredited living wage employer.
We are truly committed to fostering a culture of equality and diversity, where everyone in the firm is respected and recognised on merit for the work that they do.
We strongly encourage applications from people of all ethnicities, genders, sexual orientations and disabilities. Please let us know if you require any reasonable adjustment at any stage of the application process.
Please feel free to note your preferred pronouns in your application.
Work for a firm where people matter – work for Weightmans – We See the possibility in you.
As well as being immensely proud of the work we carry out for our clients and the culture we provide to our people we offer a wide range of benefits including:
* 28 days’ annual leave plus bank holidays (pro-rated for part time)
* Hybrid working including provision of home office equipment*
* Healthcare cover/ Medicash
* Pension plan
* Life Insurance 4 x salary
* Interest free travel loan scheme
* Employee Assistance Programme including counselling, legal and consumer advice service
* Discounted gym membership
* Discounted dental scheme
* Cycle to work scheme
* Offers & discounts
* Great reward and recognition scheme
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