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