Office Manager

1 day ago

Dorking, United Kingdom Mistral Recruitment Ltd Full time

This is initially temp to perm position

8.00 -5.00 4 days a week
- 33 days holiday inclusive of bank holidays, pro-rated
- Company sick pay (after passing probation)
- Pension
- Free parking on site

The Office Manager gets involved in all aspects of the Company and supports the Senior Management Team.

Including but not limited to operations, planning, budgeting, staffing and payroll in accordance with Company policies and procedures. Primarily responsible for upkeeping the office and supporting both the MD, HR and FC.

Activities, Duties and Key Tasks
- Oversee and support all administrative duties in the office and ensure that office is operating smoothly
- Manage office supplies inventory.
- Perform receptionist duties: greet visitors, and answer and direct phone calls.
- Receive and sort mail and deliveries.
- Develop office policies and procedures, and ensure they are implemented appropriately
- Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
- Manage office budget
- Identify opportunities for process and office management improvements, and design and implement new systems
- Provide administrative support, including scheduling group meetings, maintaining calendars, doing research, and creating reports
- Be involved in projects for improvements of systems within the business on an ongoing and developing basis.
- Work pro-actively with all employees across various departments, undertaking a flexible approach to ensure the business needs are met.
- Preparing letters, presentations and reports

Assisting HR
- Monitoring of staff movements. ( holiday approvals and reporting, sickness reporting)
- Log and prepare return to work absence forms for managers, and records and update electronic systems to reflect absences.
- Prepare HR documents e.g. contracts of employment, new starter documentation.
- Reply to reference requests.
- Logging and approving holiday requests as per the Holiday Work Instruction and Company requirements
- Scan and file all HR documentation.
- Carry out induction training to new starters and log attendance accordingly
- Manage and organise appraisal and 121 meetings.
- Scan and file monthly 121/appraisal records.
- Issue internal training attendance forms when training take place and log, scan and file their return.
- Contribute and deliver training activities and other HR projects.
- Populate, update and maintain database and time attendance system
- Onboarding new starters, giving inductions, leavers process.
- Involvement in organising recruitment activities and hires; to include permanent and temporary staff
- Management of electronic and hard copy HR records.
- Organising induction programmes for new employees

Payroll Assistance
- Monitor weekly attendance and calculate hours and overtime due to employees on monthly spreadsheet
- Assist HR by providing relevant employee information (e.g. leave of absence, sick days and work schedules)

Accounts Administration
- Enter data and maintain updated records for the sales and purchase ledgers
- Ensure all financial documents are properly assigned and filed accordingly
- Communicate with suppliers, customers and colleagues
- Process invoices, checks, receipts and other documents as and when required
- Undertake initial credit control actions where payment from our customers is overdue under the direction of the Financial Controller.

Health and Safety Duties
- To chair the Health and Safety committee recording monthly actions and meeting notes
- Create monthly statistics from data on Health and Safety incidents and display on notice boards
- Ensure that the workplace adopts a safe work environment to protect the health of the staff and visitors
- Develop, implement and monitor health and safety policy, programs and plans
- Predict all kinds of potential risks (accidents, diseases, etc.), identify their causes and recommend measures to prevent or minimise them through managing the risk assessments and COSHH assessments for the Company and logging and reviewing as necessary.
- Report all critical emergencies, accidents, staff complaints to the management, and investigate such cause
- Act as the Company’s Chief Fire Warden and ensure Fire Safety procedures are carried out in line with Company and legal standards.
- Conduct safety inspections, health and safety test of the workplace periodically to prevent hazardous work environment
- Coordinate, organise and record necessary training in the areas of safety like first-aid, fire drills, accident recording etc. along with maintain health and safety systems and practices recording.
- Lead and assist colleagues at all levels in carrying out health and safety measures
- Create, prepare, review, and update appropriate sections of the company's Health and Safety manual
- Issue and management of PPE - managing stock, ensuring best purchasing practices, issue and recording to staff

General Activities
- Upkeep office supplies including stationary, general supplies and weekly food shops.
- Ensure upkeep of office, keeping it presentable (weekly cleaning rota, tidy before customers etc.).
- As and when required; source training, raise purchase orders, arrange travel/accommodations and draft claw back agreements
- Have responsibility for IT & telephony management - being the main point of contact for setting up new users, reviewing account charges etc
- Management of company vehicles, including MOT, lease agreements, insurance, servicing, fuel cards
- Management of alarm services for both sites - intruder and fire alarm
- Be responsible for smooth running of the waste collection and regularly evaluate best suppliers.
- Ad-hoc tasks for Line Manager and assist Directors with all reasonable requests
- Support the SMT in any tasks required. (in potential move of the business, implementing cleaning stations etc.)
- Take reasonable care for the Health and Safety of yourself and any other persons who may be affected by your acts and to co-operate with the Company in order that the employer’s duty may be fulfilled.

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