Office Manager

2 weeks ago

Oxford, Oxfordshire, United Kingdom OXFORD GLOBAL MARKETING LIMITED Full time

At Oxford Global, our passion is driving innovation, expertise, and partnership within the life sciences industry. We are on a mission to empower professionals to accelerate research and achieve impactful results through cutting-edge, curated events, industry insights, and educational resources. Join us in shaping the future of the life sciences industry.

Oxford Global is looking for an Office Manager to help support our administrative and building management needs. You will be a highly organised, personable and proactive individual, responsible for the smooth day to day running of our office environment. In this role, you will be required to liaise and communicate with landlords, suppliers and employees at all levels, including senior management. Excellent communication and relationship building skills will be vital. This is a part time, office based, role.

Role Responsibilities:

  • Responsible for maintaining the condition of the office. Ensuring the office is tidy and organised and arranging any necessary maintenance or re-design/decorative work.
  • Monitoring office supplies and equipment. Ensuring supplies are stocked and replenished at all times.
  • Recording office expenditure and managing the budget.
  • Implementing, updating, and enforcing office policies and procedures – including but not limited to:

Environmental/sustainability office practices

First aider & fire evacuation procedures

Health & safety risk assessments for the office– ensuring health & safety measures are enforced in line with legal requirements

Arranging regular testing for electrical equipment

Office security systems/access controls – maintaining a register of key holders

  • Responsible for organising the office layout – ensuring the seating plan is updated and working logistically for business/dept needs.
  • Handling the door entry system. Greeting all visitors and offering refreshments. Distributing company parcels/post.
  • Dealing with telephone calls. First point of contact for main company phone line, taking/distributing phone messages as needed.
  • Booking transport and accommodation for staff business trips if needed.
  • Arranging lunches/refreshments and meeting room spaces for company meetings, training sessions, and workshops.
  • Liaising with the CEO/Senior management to arrange the agenda and logistics for monthly company-wide meetings.
  • Liaising with the building landlord, and other occupants, regarding issues and updates.
  • Managing relationships with the landlord and facility management vendors, including cleaning and security services. This includes negotiating and managing lease agreements, contract renewals, and any issues that may arise.
  • Addressing all staff queries regarding office management issues (e.g., stationary, hardware, car parking).
  • Developing and implementing new administrative processes and systems as needed.
  • Assisting the HR department with administrative tasks if needed – this may include (but is not limited to) supporting the Head of HR with recruitment administration & new starter onboarding (e.g., scheduling interviews, right to work checks, building swag packs, workstation set up, coordinating induction sessions), updating HR noticeboard, coordinating staff training sessions.
  • Supporting the Event Operations team if needed with organising company socials events and company workshops.
  • Supporting the Event Operations team, and any other areas of the business, with general administration tasks. This may include (but is not limited to) preparing delegate lists, printing/folding delegate badges, sending delegate welcome emails.
  • This role may include some diary management/administration support for Senior Leadership team. Scheduling meetings, arranging refreshments, booking travel.

We are looking for someone with:

  • Previous office administrator/manager experience (1+ years)
  • Strong organisational and time management skills. A proactive and versatile working approach, with the ability to move between different office tasks with ease
  • Excellent communication, and relationship-building skills. Confident liaising with vendors and communicating with employees at all levels, including senior management
  • Excellent attention to detail
  • A creative mindset, with an ability to suggest office improvements and a knack for problem solving
  • Comfortable with a range of software including email, excel, Teams. You will be required to use these to ensure the efficient running of the office
  • Reliable and discreet: you may be privy to confidential matters when supporting HR

More about the role:

  • Salary: £16,666 - £20,000 per annum (FT equivalent is £25,000 - £30,000 per annum)
  • Location: Office based role, Monday to Friday. Our offices are located on the Botley Road in Oxford, with shops/restaurants within walking distance and easy access into Oxford City Centre.
  • Job Type: Part time (25 hours a week). Typical hours will be 9am – 2.30pm Monday to Friday (with a 30-minute unpaid lunch break). However, we can be flexible & amend the hours slightly in line with the needs of the successful candidate.

Top perks:

As part of the team at OG, you'll enjoy:

  • Holidays – Increment of holiday from 24 days up to 28 days per annum plus bank holidays (this is the FT equivalent holiday entitlement – holiday will be prorated accordingly for this part time role)
  • One day of paid Birthday leave (on successful completion of probation)
  • Gym membership – Monthly membership to Brookes Sports Facilities
  • Travel Schemes - Save on the purchase of a new bike or electric car, Public Transport Loan Scheme
  • Healthcare – 10 days full pay sick leave (additional 5 discretionary), reimbursement of eye tests, free flu jabs
  • Enhanced company maternity & paternity pay (eligibility based on length of service)
  • Wellness Programme – Company Employee Assistance Programme (EAP), Time to Talk sessions, wellness projects and other initiatives
  • Plus: Frequent social activities, free parking, free office food & drink, external training

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