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Office Manager
1 month ago
Role: Office Manager
Place of work: Glasgow City Centre,
Contract type: Permanent, 35 hours
Working Hours: Monday – Friday, 9am – 5pm
Jones Whyte is an award-winning Scottish law firm offering a wide range of legal services, including personal injury, family law, dispute resolution, conveyancing, and later-life planning. Founded in 2013, we are committed to exceeding client expectations, embracing technology, and investing in our team.
At Jones Whyte, you'll have the opportunity to contribute to a dynamic, forward-thinking firm that values innovation, teamwork, and excellence.
Role Overview:
We are looking for a highly organised and proactive Office Manager to oversee daily office operations, support legal teams, and drive continuous improvement. You will manage KPIs for business support teams, ensure adherence to processes and policies, and lead four direct reports. This role requires strong leadership, communication, and organisational skills to ensure operational efficiency and contribute to the firm's growth.
Key Responsibilities:
Office Management:
- Ensure efficient daily office operations and maintain a well-organised, functional workspace.
- Lead the transition to a paperless environment and collaborate with IT to implement secure digital solutions.
- Work with leadership to sustain and improve established processes and protocols.
Team Leadership:
- Supervise and support the Facilities Manager, Reception, Business Support, and Secretarial Teams.
- Conduct performance reviews and address training or resource needs.
- Foster continuous improvement by streamlining workflows and addressing inefficiencies.
Process and Operations:
- Ensure compliance with processes and align operations with strategic goals.
- Develop and document standard operating procedures (SOPs).
- Gather feedback to identify bottlenecks and drive targeted process improvements.
Facilities and Reception Management:
- Oversee office maintenance and compliance with health and safety regulations.
- Ensure the reception team delivers a professional, welcoming experience and meets all KPIs.
- Manage mail and courier operations, streamlining workflows for efficiency.
Secretarial and Business Support:
- Work with team leaders to provide high-quality administrative support to legal teams.
- Implement processes and technologies to enhance dictation management and efficiency.
- Oversee the business support and facilities budget, including vendor contracts.
Key Competencies:
- Leadership: Inspire and manage diverse teams.
- Problem-Solving: Analytical and solution-oriented.
- Organisation: Exceptional time-management and attention to detail.
- Adaptability: Flexible in managing multiple tasks and priorities.
- Process Improvement: Focused on sustaining and optimising operations.
Qualifications and Experience:
- Proven experience in office management or a similar role.
- Strong leadership and team management skills.
- Proficiency in Microsoft Office and office management software.
- Experience with process improvement and operational sustainment.
Company Benefits & Perks
- Competitive Salary
- Company Pension Scheme
- Company Bonus Scheme
- Industry leading Company Maternity and Paternity Benefits
- Modern, renovated office space right in the centre of Glasgow City centre
- Company Staff Referral Scheme
- 23 days holiday plus 8 bank holidays. Includes closure over Christmas & New Year.
- Holiday Loyalty Scheme: Earn an additional 5 days holiday.
- Buy and Sell Holiday Scheme
- Wellbeing Support
- Annual Company Day Out and Quarterly team nights/days out
- Early finish on your birthday
