Office Manager

4 weeks ago

Oxford, United Kingdom Oxford Ionics Full time

The future is quantum. Oxford Ionics is a high-performance quantum computing company delivering world-leading innovations to create the most powerful, accurate and reliable quantum computers to solve the world's most important problems. Quantum Computing offers a radically new way of building computers that harnesses the power of quantum physics to outperform conventional supercomputers exponentially. Using our unique trapped-ion technology, we are at the forefront of the race to unleash the real potential of quantum computing.

What to expect

We are seeking a highly motivated and organised individual to join our Operations team as an Office Manager. In this dynamic role, you will ensure the efficient functioning of our office environment by handling various daily operations and administrative tasks. Your contributions will support all organisational levels, both administratively and by enhancing the effectiveness of our physical office space.

You will play a crucial role within the established Operations team, working closely with the People functions. This unique position offers visibility across various business areas, allowing you to make a significant impact on our day-to-day operations.

What you'll be responsible for

  • Space Management: Desk plans, hot-desking system management, key holding, logging and allocation, stationary ordering and upkeep, security policies, etc.
  • Calendar & Travel Coordination: Scheduling internal meetings / outbound travel, accommodation and calendar support for exec/board members.
  • Visitor Management: First port of call for visitors physically and on the phones, deliveries, etc.
  • Admin Assistance and Data Entry: Assist with Operations and Finance administration, such as updating company databases, inputting payments/invoices, and and other information systems as needed.
  • Building Management: Organising and managing general building maintenance, water temperature/lighting testing, cleaning contractors, alarm systems, security, etc.
  • Health & Safety: Organising and managing fire protocols and equipment, first aid training and kits, DSE assessments and equipment, office risk assessments, RIDDOR reports, etc.
  • Refreshments & Catering: Ordering and restocking of fridge/cupboard supplies, external catering, and one-off catering needs for social/planning events.
  • Socials - Support with on-the-day delivery of social events, company events, planning days, PhD celebrations, company retreats, etc.
  • Postage & Courier Services: Logging and distribution of all inbound posts, as well as logging and organisation of all outbound post/courier services.

Requirements

Our Operations team empowers our technical teams to deliver their best work, and your positive energy will be a key part of that mission. You'll thrive in this role if you're skilled with various office software, including G-suite, spreadsheets and databases. Prior experience in an administrative role would greatly benefit your application.

This role requires excellent time management and the ability to prioritise effectively. You should be comfortable multitasking and handling multiple responsibilities accurately and efficiently. Your strong communication skills will be vital for engaging with our internal teams and external visitors. Moreover, your initiative in suggesting improvements to our policies and procedures will be highly valued as we aim to grow and streamline our operations.

No formal qualifications are required. We value transferable skills from various industries that can bring diversity to our team and thought processes. Therefore, if you feel you do not meet the requirements mentioned, we still encourage you to apply if you are passionate about making a positive contribution to our team's success.

Our team is also temporarily split across two locations - Begbroke Science Park and Oxford Technology Park. Therefore, the applicant must hold a full driving licence and have access to a vehicle to travel between and manage the two sites. 

Benefits

Oxford Ionics is at the cutting edge of quantum innovation. We need people like you with the necessary skills, vision and capability. In return, we'll recognise your engagement and excellence with a range of benefits. You'll find opportunities to further your career with a world-class team, business stock options, uncapped annual leave, flexible working hours, private medical and dental insurance for you and your family and much more.


Oxford Ionics is committed to equal opportunity for all.

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