Office Manager

Job Description

 

Position:         Office Manager / Quality & Environmental

Reports to:               Managing Director

Deputy:                     Managing Director and Contracts Officer (Sentinel Duties)

 

The position of Office/Quality & Environment Manager is primarily to manage the day to day business activities within each of the principal main business functions to enable the business’ principal business activities to be carried out. 

 

Key Competences and Experience - Person Profile

Essential Qualifications

• 5 GCSE’s A-C including English and Maths
• 3 A/AS LEVELS or equivalent
• Educated to degree level or equivalent

 

Desirable Qualifications

• Business related qualification
• NEBOSH general certificate in health and safety or equivalent
• Quality management System auditing qualification

Knowledge and Skills Required

A sound understanding of all the principal business functions and ability to identify and carry out effectively the majority of basic tasks within each function. 

 

Experience

You should have previous experience of working within office environments ideally with at least one small business.  You should be experienced within a managerial or general manager type position that involves management across different business functions.  You will also have previous experience of quality management systems and assistance during external audits.You will have the ability to adapt to change in a fast paced working environment and introduce new administrative procedures where necessary to facilitate new operational procedures and in adherence to the company’s quality management system.   

 

 

Personal Qualities

You should be comfortable working alone with minimal supervision and be able to use own initiative to manage workload and prioritise workload effectively.  You will need to be extremely organised and have a flexible can do attitude.  You will also have the ability to work well within a small friendly team leading by example.

You should be good at problem solving and a confident and assertive attitude.  You will require excellent communication skills and grammatical comprehension in both written and spoken forms with an eye for detailensuring that all organisational literature is grammatically accurate.  Excellent IT skills and excellent knowledge of standard office software packages including Microsoft Access. We are looking for an ambitious person who excel and develop this role as the company grows.   

Key Responsibilities

• To undertake day to day organisation and management of activities dealing with any problems that arise.  

Problems should be dealt with priority and in a polite, assertive and effective manner.  

 

 

 

• Implementation and monitoring of health and safety arrangements

The company are CHAS accredited contractors and are striving towards achieving ISO 18001.  You are responsible for the implementation, maintenance and monitoring of all the health and safety arrangements in place. 

 

 

 

• Implementation and monitoring of the quality and environment management system

Responsible for the implementation and monitoring of the system and the preparation for external and internal quality and environment audits.  

 

 

 

·      Sentinel

 

To act as Sentinel coordinator which includes booking medicals, A&D tests, arrange PTS training and monitoring working hours.

 

 

 

• To undertake and oversee all Internal and External Audits

Attendance and assistance during external audits of management systems

 

 

 

• To manage employees and carry out HR duties

To undertake recruitment activities to fill positions within the company with appropriate candidates.  To implement and monitor the company’s equal opportunity policy and to ensure all HR activities are carried out in adherence to all relevant legislation.  To ensure appropriate and up to date employee records are held for all current and former employees.  To undertake employee inductions and to be the main point of contact for any HR related issues including implementation of the holiday system. 

 

 

 

• Implementation, maintenance and monitoring of marketing activities

To seek out appropriate online and other forms of marketing opportunities for the business.  To maintain, monitor and analyse the effectiveness of campaigns and to advise or take action as appropriate. 

 

 

• To monitor and undertake sales activities

To assist and be proactive with seeking out relevant contracts through a variety of methods including monitoring tender opportunities, contacting organisations direct, maintaining existing client relationships and seeking out new potential markets/clients/products and services.  You will also be responsible for submitting PQQs and tenders with the assistance of the Managing Director. 

 

 

• To liaise with the Managing Director on all aspects of the business including strategy of the company.

 

• General support to Managing Director, Operations Manager, Contracts Officer and Accounts Officer

Salary:  £25,000 per annum