Office Manager/administrator

4 days ago

Hoddesdon, United Kingdom 1st Line Defence Ltd Full time

**Job Title**

Office Manager

**Salary**

Salary Negotiable

**About the Role**

1st Line Defence are the UK’s leading providers of Unexploded Ordnance (UXO) mitigation services, addressing and providing solutions posed by UXO both in the UK and internationally, providing support to construction projects, site investigation and offshoreworks.

Depending on experience, there may be some Line Management responsibility for other Administrative Personnel.

**Key Responsibilities**

Oversight for the Business Management Department functions (HR, IT, Facilities and Administration) with the support of administrators in the business, including but not limited to:

- Ensuring mainline calls are answered at all times by allocated telephone staff and visitors are greeted upon their arrival to the Main Office.
- Dealing with incoming post and distribution received at the Main Office.
- Overseeing the central Business Management Inbox, delegating tasks or answering queries as required.
- Supplies for the office are maintained i.e. stationary and all consumables.
- Tidiness and general care of the entire office, ensuring regular checks are made of the kitchen, meeting rooms and private offices.
- Assist with company-wide improvements in relation to policies, procedures and documentation.
- Take minutes for the Senior Management Team as required.

HR
- Support Line Managers with any HR related queries in partnership with our HR consultants.
- Oversee all electronic filing and management of documents, including updating records on our BrightHR software.
- Oversee the end-to-end recruitment processes.
- Carry out the Induction Process for New Starters.
- Co-ordinate internal personnel transfers/promotions and associated tasks.
- Co-ordinate Leaver Processes and tasks i.e. distribute Exit Interview questions and closing accounts.
- Assist Senior Management with the Annual Appraisal process.
- Liaise with 3rd party HR provider to ensure that we are compliant with all Employment Law Regulations.
- Take HR related minutes when required.
- Act as the Data Protection Officer for the company and be the first point of contact for any GDPR related issues.

IT
- Oversee IT Access and Permissions.
- Work with 3rd party IT Provider, raising tickets for IT issues and seeing issues through to resolution.

Facilities
- Oversee the Facilities Management Register to ensure compliance with regulatory requirements.
- Lead and co-ordinate compliance in relation to Fire and First Aid on advice from our QSHE Advisor.
- Dealing with issues reported to Line Managers in relation to facilities.

Key Skills
- Excellent communication and interpersonal skills,
- Good initiative and the ability to prioritise/deprioritise,
- High standard of literacy.

Benefits (after successful 3 months’ probation)
- Private Healthcare
- Gym Membership
- Annual Bonus Review
- Additional Annual Leave for Length of Service

Previous experience as an Office Manager or an experienced Office Administrator would be advantageous.

An understanding of Employment Law/Human Resources is advantageous but not essential.

**The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

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