Office Manager (Part-Time)

We are looking for an accomplished Office Manager with experience of HSE, as well as, HR and Financial administration to manage the day to day business operations. A key purpose of the role is to take the load off of the COO and other Partners to allow them to focus on revenue generation, strategic growth and developing their teams.



Do you have the following skills, experience and drive to succeed in this role Find out below.

The role would suit someone looking for a part-time (3 days/wk) fixed term contract offering a considerable amount of flexibility and autonomy. This is a fixed term (maternity cover) contract for 11 months from 13/09/2021. We offer the option to work remotely 1 day/week (with additional days as required). 


The successful applicant will primarily support the company’s COO to ensure the day to day running of the business. In addition, you will support the company’s CFO with financial administration tasks as well as supporting the four Directors/ Partners on an ad hoc basis with administrative support. The core aspects of this role will be:


  • Operational (including IT, Office Management, HSE)
  • HR
  • Administrative (finance & general)


Core Responsibilities:

Operational:

  • Provide basic support for employees with day to day IT issues
  • Liaise with our IT services provider to ensure that more complex day to day issues are resolved promptly and efficiently
  • Review and update HSE risk assessments, associated policies and manage employee training and communications, particularly in relation to COVID related hazards
  • Ensure company is compliant with workplace legislation e.g. Health & Safety, Data Protection (including GDPR)
  • Be main point of contact for serviced office provider & building management
  • Be main point of contact for other key suppliers including Telecoms, IT, software providers
  • Support COO and other Partners to ensure that VARO maintains a low operational cost base whilst maintaining an efficient and up to date infrastructure


HR:

  • Manage and maintain company HRIS (BambooHR), employee documentation including managing holidays, other leave and absence
  • Support managers (and employees) to ensure HR policies and procedures are followed
  • Manage the contracting, on-boarding and general induction of/for new employees
  • Support the recruitment process of new hires (working with the relevant Partner)
  • Manage administration of benefits (including renewals, enrollments, employee communications)
  • Be first point of contact for any HR issues (policy queries, payroll & benefits queries, grievances etc)
  • Ensure compliance training (HSE, Data etc) is up to date for all employees
  • Support monthly payroll


Administrative (finance):

  • Raise sales invoices, deal with credit control queries and chase payments
  • Support/approve payment of supplier invoices
  • Manage employee expenses
  • Collate documentation for and liaise with accountants for management accounts, VAT return, P11d etc


Administrative (general):

  • Plan and manage company meetings & events (Zooms; socials; annual events e.g. trips; reward days)
  • Manage website updates and other company marketing materials as needed
  • Maintain the general condition of the office including office equipment/supplies
  • Coordinate charity committee
  • Other general responsibilities as required


Requirements:


  • Self-starter and pro-active mindset
  • Experience working in a dynamic, changing (preferably “hybrid”) work environment
  • Detail orientated and thorough, yet able to work quickly
  • Articulate, confident communicator (written and verbal)
  • Team player
  • Organised and comfortable juggling competing priorities


Requirements:


  • Office management (or equivalent) experience including conducting workplace COVID risk assessments
  • Computer literate (ideally comfortable using Office 365)


Start Date


  • Available to start Monday 13 Sept