The Office Manager is responsible for providing daily operational support to the local
Executive Directors and to the general business population to ensure the smooth
running of operational functions. The purpose is to remove operational and
administrative burden and enable them to focus fully on the more strategic elements
of their roles.
This includes support for various finance and administrative activities including bookkeeping
activities, preparation of ad-hoc management information, and recordkeeping.
To take responsibility for own learning and continued professional development.
Your role is a Code of Conduct (COCON) role. You are required to act in accordance
with the Code of Conduct' as detailed in your contract of employment, the
Employee Handbook and its related policies.
Key Responsibilities & Accountabilities:
Acting in accordance with GDPR for all client/employee data.
General Office Administration
General administration & project work as assigned (e.g.: New joiner Inductions,
arranging building access, business cards, meeting agendas & taking minutes,
photocopying, paper & online filing, invoices etc.).
Recording, managing and retaining local decision making records;
Page 3 of 7
Answer telephone calls, ascertaining their nature and importance, and resolving
a range of customer enquiries;
Management of 'staff birthday list' organising cards/gifts as appropriate (in
accordance with the necessary HR and Compliance policies);
Organise and coordinate local company events;
Management of incoming/outgoing post for the Company;
Ensuring that all communal business areas (e.g. Reception, Kitchen, Print
Areas) are tidy and well maintained;
Effective maintenance of office supplies (e.g.: Office Equipment, Stationary,
Kitchen Supplies: Tea, Coffee & Milk etc.).
Liaising with external parties and providing a professional service at all times;
Arrange meetings, booking rooms, equipment and lunches when required;
Health & Safety
Responsible for liaising with the Building Management and Maintenance teams
to ensure that the office is kept maintained to the necessary standards and that
building related updates (e.g. building access changes etc.) are clearly
communicated to employees when appropriate;
Responsible for Health and Safety, Fire Safety and First Aid - ensuring that complies with its Legal and Operational responsibilities.
Booking of Travel & Accommodation in accordance with Company policies;
Booking of Couriers and Taxi's in accordance with Company policies.
Financial Reporting and Control
Support the review of monthly management accounts
Prepare monthly reports for the local teams and ad hoc reports as and when
Support the preparation of information for internal and external audits
Monitor and reconcile petty cash budget and usage
Assist London Finance team to investigate and resolve any discrepancies or
Accounts Payables/Receivables Group
Collate and prepare invoices for payment
Assist to maintain accurate and up to date supplier records
Budgeting and Forecasting
Prepare any information required to support with forecasting and budgets
Other tasks as and when required to support the Finance team
Maintain up to date knowledge and identify learning opportunities.
Seek guidance or support as and when needed
Maintaining the standard of all documentation for their department's systems,
controls, policies and processes
The contents of this job description are not exhaustive. You may also be asked to
perform other related duties relevant to the level of your role to meet the ongoing
needs of our business.