Office Manager/Administrator – 12 month Fixed Term Contract – Maternity Cover Roles and responsibilities Primary tasks: Support the day to day running of the office Secondary tasks: Arrange travel and accommodation for staff Monitor Staff Timesheets via Practice Manager Monitor Freelance Consultants Timesheets via Practice Manager and report hours to finance Use of COINS Monitor and report staff overtime hours to payroll Minute monthly Management Meetings and record attendance Raise purchase orders on COINS for office equipment, supplies & operational requirements GRN purchases orders for completed items Balance American Express monthly account before authorisation and supply supporting information to Esher Accounts. Document Control Support Recording annual leave requests Managing office supplies (stationary, tea coffee etc) Weekly fire extinguishers and emergency lighting inspections Management of the office board room calendars Organisation of office events Maintain Membership Subscriptions to RISQS, BSI, CIRAS & RIA Monitor Stationary Stock and reorder as required Monitor First Aid Equipment and reorder to meet expiry requirements Liaise with Office Maintenance Contractors to complete Annual maintenance Checks Raise Purchase Orders and Complete GRN’s as appropriate Weekly Checks of Fire Alarm System, AED and Extinguishers and maintain records Liaise with external suppliers and Finance with regards invoices and payments Greet guests to the office and ensure they sign in and know the H&S arrangements Record all staff sickness Manage training matrix for all staff Inductions for all new starters We are looking for the successful individual to start around June/July and will be expected to be in the office 5 days a week