Office Manager

Permanent role

3 days a week

Days worked are flexible and to be mutually agreed.

Responsibilities include:

- The general smooth running of the office, Human Resources administration and IT support.

- Arranging annual PI Insurance, with partners obtain competitive prices from brokers

- Input Practice data for Annual RIBA Benchmarking

- Assist partners with the Annual ISO9001 Audit

- Maintain database of Age and version numbers of office software and hardware, advise when systems are out of date

- Review Annual Cyber Security requirements, liaise with partners and input data for renewal

- Positive Planet – Carbon Footprint, compile and input data for annual report

- Assist in preparing bids for new work

- Managing Rackspace email platform

- Act as Focal point for NatWest Mentors in respect of human resources and advise partners on changes

- Book maintenance visits for fire and building security systems an maintain records

- Review with partners and renew Broadband provider annually

- Review statutory service providers annually with partners and renew as necessary

- Review Office insurance annually with partners and renew policies

- Provide data for Annual waste management compliance

- Monitoring and ordering of consumable items used in the office, e.g. stationery, binbags

- Maintain a secure list of IT passwords

- Assist in setting up new computers and software.

- Proof reading documents

- Periodic review of office policies with partners and update as necessary.

HR

• Keeping up to date documentation, personnel records, holiday records

• NatWest Mentors, assisting with recruitment, onboarding new staff

• Scheduling staff reviews/appraisals and ensure partners carry them out/follow up documentation

IT

• Keeping computers up to date

• Carrying out annual Cyber Security review

• Setting up new computers

Requirements of applicants

Essential

• Previous administrative and office management experience in a professional services business
• Strong communication skills
• Confident with IT systems and ability to learn new systems
• Strong ability to multitask and manage time effectively
• Good team worker
• Proactive, self motivated, organised with strong planning skills
• Attention to detail
• Friendly and upbeat demeanour
• Comfortable dealing with confidential information and managing appropriately

Desirable

• Experience of working in an architecture practice
• Previous HR administration experience
• Experience of working in a small or medium sized business

Benefits

30 days holiday inclusive of public holidays full 5 day worker. The role is part time 3d/week therefore the annual holiday entitlement will be 18 days.