Role: Business Administration and Office Manager
Hours: Monday-Friday 40 hours per week (in line with flexi – time policy 8am - 6pm) (may be required to complete on-call duties to meet business needs where required)
Salary: £37,856 – £44,096 per annum (dependant on experience and qualifications and full time equivalent based on 40 hours per week).
Location: Head Office, Eccles (M30)
About the role:
As a Business Administration and Office Manager you will be joining the company at an exciting and compelling time. Halliwell has recently restructured as an Employee Ownership Trust meaning greater engagement opportunities for all colleagues in the improvement of the business as well as greater benefits and rewards when the business performs well and achieves great outcomes for the children in its care.
Halliwell Homes is clinically informed practice encompassing educational, clinical and residential care services. Our objective is to enhance the psychological wellbeing of children within the care system through our Restorative Parenting recovery programme.
The Business Administration and Office Manager will have extensive knowledge and experience in administration and office management. You will work in partnership with the Human Resources Manager and the Finance and IT Manager to ensure the operations of the business run smoothly and consistently. You will manage the central head office promoting and maintaining office facilities and ensuring to provide effective management and/or administration support to the Board of Directors.
The Business Administration and Office Manager will report directly to the Director overseeing the Business Administration department developing and maintaining effective relationships with a wide variety of stakeholders from external contractors and suppliers to colleagues within the organisation.
The Business Administration and Office Manager requires a self-motivated, personable and confident person who is comfortable, working to multiple demands and priorities and has skills and experience of office management and relevant IT packages. May be required to travel to attend meetings throughout the working day.
The main responsibilities for the role will include:
* Maintaining and overseeing the company’s grounds, buildings, and equipment
* Provide high level administrative support to the Director’s, Senior Management team, and across all departments within the organisation.
* Provide support to the Project Specialist with company’s growth and expansion supporting negotiations with suppliers and contractors, and overseeing building renovations and office move, coordinating renovations and updates for the business.
* Negotiating contracts and service with service providers.
* Arranging and maintaining confidential waste order.
* Arranging and maintaining stationary orders.
* Arranging and maintaining external archiving services.
* Arranging and maintaining security contracts
* Arranging and maintaining cleaning contracts
* Arranging and maintaining the refreshments for head office (coffee machine and stock, fruit stock).
* Facilitating and maintaining all postal orders.
* Complete regular fire alarms inspections and fire drills and being assigned as the Office fire warden.
* Becoming an assigned first aider for Head Office and maintaining training.
* Oversee and maintain the phone system and software, reporting issues within a timely manner.
* Managing and gatekeeping the phone lines to ensure the business are operational during business hours, transferring calls to all the relevant departments.
* Supervise and manage the Business Administration Team holding regular supervisions in accordance with company procedures.
* Monitor the signing in/out sheets for employees and visitors providing visitors with lanyards whilst attending the premises.
* Maintaining notice boards and ensuring they are kept up to date.
* Act as main key holder for the head office building.
* Provide support to the Board of Directors when managing the contracts for head office and negotiating terms.
* Supporting with completion of PO processes.
* Supporting with completion of sending birthday cards for employees
* Providing support to the Policy Working Group and working closely with HR updating policies relevant for department.
* Providing on-call support where required outside of the usual business working hours and managing the shared mailbox, distributing emails to relevant departments.
* Performance manage, develop, and train the business administration team.
* Hold annual competence framework assessments with Admin team members.
* Send weekly tasks list to team members.
* Monitor team member absences in accordance with company procedures
* Maintain efficient office systems.
* Input, maintain and monitor accurate data records and report weekly on reports progress.
* Generate monthly data on the progress of reports and send to all departments.
* Maintain public areas to high standards ensuring relevant documents are always on display and up to date.
* Supporting general administrative duties including but not limited to printing and binding booklets, updating company policies, updating homes statement of purpose.
* Produce monthly reports for clinical and practice teams.
* Support practice meetings by setting up rooms, supporting the preparation of agendas, taking minutes and completing action points.
* Prepare ad-hoc reports in Excel and Word as required by the practice team.
* Draft and send professional letters and complete mail-merges for each department when required.
* To assist with administrative related tasks for other departments.
* Implement best practice processes to increase efficiency
* To assist with any other ad hoc duties commensurate to the job role and pay scale, as directed by management.
The successful candidate will have the following requirements:
* Must hold valid Right To Work in the UK.
* Qualification in Business Administration/Facilities Management/Customer Service, or related qualification such as project management or business management
* Working knowledge of principles and practices of facilities management or project management.
* Leadership skills to manage a team and experience in supervising a team.
* Excellent communication and interpersonal skills.
* Excellent organisational skills.
* Excellent and thorough attention to detail.
* Can demonstrate effective problem-solving skills.
What we can offer you:
* Becoming part of the Employee Ownership Trust with Halliwell Homes.
* Length of Service Bonus Scheme.
* Blue Light Card access
* Birthday Bonus Scheme.
* Free annual GymPass Membership.
* Free access to Perkbox Account.
* Refer a Friend Scheme up to £1400.
* Free access to Employee Assistance Programme (EAP).
* Free access to your own personal Financial Awareness Planning.
* Free access to a company laptop and Mobile phone.
* Free access to well-being initiatives.
* Free on-site Parking.
* Auto-Enrolment Pension Scheme.
* We offer a highly competitive rate of pay and access to a career pathway including access to professional qualification studies fully funded up to Level 7 (Masters)
* Comprehensive training, professional development opportunities and the support of senior colleagues.
If you feel you have the skills and experience to join our team, please click ‘Apply now'
We would encourage you to apply early on as we reserve the right to close a job advert early where sufficient applications have been received without prior notice.
Halliwell is an equal opportunities employer and all applications received will be considered on the basis of their merit alone and we welcome applications from all suitably qualified individuals regardless of background. All offers of employment will be conditional on the candidate having and securing satisfactory safer recruitment compliance checks.
Halliwell follows safer recruitment when recruiting employees for all roles within the organisation at it is paramount that all applications are aware of their responsibilities when working with vulnerable children. All post holders are subject to appropriate vetting procedures and a satisfactory enhanced Disclosure Barring Services (DBS)
Job Types: Full-time, Permanent
Pay: £37,856.00-£44,096.00 per year
Benefits:
* Additional leave
* Casual dress
* Company pension
* Discounted or free food
* Employee discount
* Financial planning services
* Free or subsidised travel
* Free parking
* Gym membership
* Health & wellbeing programme
* On-site parking
* Referral programme
* Store discount
Schedule:
* Day shift
* Monday to Friday
Experience:
* IT: 1 year (required)
* Supervising experience: 1 year (required)
* Project management: 1 year (preferred)
* Business management: 1 year (required)
Licence/Certification:
* UK Manual Drivers Licence and access to own vehicle (required)
Work authorisation:
* United Kingdom (required)
Work Location: In person
Application deadline: 18/11/2024
Reference ID: BAOMSept24
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