Office Manager

Join us and help deliver the exceptional, every day.

Job Overview

• Deliver an administrative service that meets the needs of the operational environment.
• Ensure the office is managed in an efficient manner ensuring all equipment is maintained and is readily available when needed.
• Ensure all training highlighted is booked to ensure the contract remains in a compliant position.
• To manage the administrative team ensuring adequate levels of resource is available and any issues are dealt with in a timely and professional manner in line with Mitie policies and procedures.
• Organised Admin Manager who is able to prioritise work load and manage deadlines.
• Responsible for HR tasks e.g. new starters, leavers, arranging interviews etc.
• Organising and attending confidential meetings and minute taking.
• Management of meeting room bookings.
• PA duties for senior managers and directors.
• Collaborating with all managers to ensure admin tasks are completed to a high standard.
• Stationery ordering.
• Arranging site inductions for contractor staff.
• Overseeing office operations and workflows.
• Co-ordinating clerical tasks

Main Duties

• To manage the administrative team to include but not limited to time keeping; conduct; attendance; PDR's; Health and Wellbeing etc ensuring adherence to company policies and procedures.
• To undertake responsibility for all records held on site to include job sheets, financial, sub-contractor and material orders and training records.
• To ensure all administrative process are reviewed regularly to ensure contract and company policies and procedures are adhered to.
• To undertake responsibility for employee relations activities and become site champion as appropriate.
• To be point of contact for issues relating to office equipment on the site ensuring all equipment is maintained appropriately and supplies are available.
• To be responsible for the training needs of all staff on site ensuring all courses identified in annual PDR's are booked and logged appropriately.
• To actively review the Site Training matrix to ensure compliance is maintained in all areas.
• To assist the administrative team in their day to day activities ensuring all tasks are carried out effectively to meet the demands of the operation.
• To prepare/attend meetings, as appropriate, taking minutes where required and ensuring these are disseminated in a timely manner.
• To provide assistance to Line Manager to collate data for Monthly Performance Report ensuring month end targets are met.
• To promote a culture of client/customer service to both internal and external partners and liaise with other departments regarding maintenance issues.
• To undertake regular reviews of the Helpdesk in relation to sub-contractor orders to ensure these are chased/closed in a timely manner.
• To have a clear understanding of the contractual obligations and assist in ensuring these are met.
• To assist in site audits as required ensuring all documentation is up to date and compliant.
• To assist in collation, analysis and presentation of data when required.
• To ensure the programme of Environmental and Joint Monitoring audits are attended by a suitable member of staff on each occasion.
• Bring to the attention of Line Manager any issues which can't be resolved or have potential to attract penalty against the contract.
• To assist, when required, with the recruitment and onboarding of new starters to include delivery of onsite Corporate Inductions to operative staff.
• Where appropriate, deputise for the Head of Performance and Workflow in their absence.
• To undertake any other reasonable tasks and duties relevant to the post as may be determined by the Head of Performance and Workflow.

What we are looking for

• The post holder will be able to demonstrate a background in the management of both contract and direct labour, will be familiar with budgetary control procedures and have an ability to communicate, co-operate and motivate staff and colleagues.
• The post holder must be extremely well organised, process driven, self-motivated, flexible with ability to work under own initiative, under pressure to tight deadlines whilst maintaining attention to detail.
• The post holder must have a high standard of customer care skills, have a pleasant manner and have the ability to interact with internal and external contacts at all levels, displaying a professional attitude at all times.
• The post holder must have excellent IT skills and be proficient in all Microsoft Office Packages.
• The post holder must hold at least a Level 3 (or equivalent) administrative qualification or be able to provide substantial evidence of at least 3 years in a similar supervisory/management role.
• Full UK driving licence and access to own car.

Our values and behaviours

Delivering the exceptional, every day

• Our purpose: our expertise, care, technology, and insight create amazing work environments, helping our customers be exceptional every day.
• Our promise to our people: a place to work where you can thrive and be your best every day.
• Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.
• Our culture – our core values and how we behave:
• We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.
• We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie.
• We go the extra mile: whether its keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers, and keeping our promises is in our DNA.
• Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.
• Our customers' business, is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.

Our market-leading offering provides you with benefits that suit your lifestyle.

We have a virtual GP on hand for you and members of your household. So you can get expert advice by video or phone without having to leave your home. We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay before payday for a small fee. Salary Finance also offers competitive loans.

When you join us, we’ll give you a link to our flexible lifestyle benefits platform, Choices. You might choose to purchase up to five extra days’ holiday each year. You might buy critical illness insurance, seek dental treatment or buy technology products at an affordable cost. There are many choices

We give you access to high street discounts from thousands of well-known retailers, gyms and more through our MiDeals platform. And we have a cycle-to-work scheme. Life cover of up to four times your salary is available. We also offer enhanced pension contributions, a save-as-you-earn scheme, and a Mitie Matching Share Plan (you could even be awarded free shares in Mitie).

We award our employees with Mitie Stars as recognition for their hard work. There are cash prizes up for grabs each month and at the end of the year there’s a chance to scoop a top prize of £10,000

Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We offer a diverse variety of training and development avenues via a wide selection of learning resources to suit you.

Since 1987, Mitie’s 68,000 employees have been maintaining companies globally. We are the UK’s leading facilities management and professional services company, and our clients range from household names in banking, critical government sites as well as hospitals and schools.

Join our Mitie Team.

Together our diversity makes us stronger.