Office Manager

Location

Southampton | United Kingdom

Job description

Office Manager

Salary: £26k to £30K (Dependent upon experience)

Type of Contract: Permanent

Hours: Full- time

Location: Southampton office based, with occasional working in our Dorset office. There could be the need to travel to our other regions on a rare occasion for events. (PBS4 operated in Hampshire, Dorset, Berkshire, Oxfordshire, and Somerset)

**Driver Preferred**

About the role:

Your responsibility as office manager is to oversee the administrative activities that facilitate the smooth running of the office, organising people, information, and other resources. You will oversee the Business Enablement Team and ensure the Senior Leadership Team and Operational teams are facilitated from an administrative focus, whether that be supporting with data for audits and reports, taking minutes and preparing meeting agendas, to organising meeting rooms and arranging travel.

You will ensure that office equipment is maintained to the appropriate quality and quantity, ensuring relevant records are up to date and all administrative processes work effectively. You will review processes and ways of working to promote efficiencies, automation, and effective internal communication.

As an office manager, you will need to:

• use a range of software, including email, spreadsheets, and databases, to ensure the efficient running of the office. Experience of SharePoint, Employment Hero and Nourish would be advantageous, although not essential. A high level of Excel is essential for this position.
• manage online filing systems.
• develop and implement new administrative systems and processes to streamline our daily operations and ways of working, improving efficiency and reducing manpower required. Making the most of our systems.
• accurately record office expenditure and provide accurate returns to the finance team.
• organise the office layout and maintain supplies of stationery and equipment.
• sourcing best value supplies for teams – benchmarking cost and quality.
• maintain the condition of the office and arrange for necessary repairs.
• maintain an inventory of all stock and ensure this is regularly monitored.
• organise meetings, this may include typing the agenda and taking minutes as well as setting up screens, live links and microphones.
• carry out supervisions and appraisals for direct reports.
• delegate work to team members to ensure deadlines are met and that the workload is evenly distributed for efficiency.
• promote staff development and training.
• provide data required for senior management reports.
• respond to customer enquiries and complaints.
• review and update health and safety policies, alongside HR and ensure they're observed in and around the offices.
• check that data protection laws are being adhered to in relation to the storage of data, and review and update policies.
• arrange regular testing for electrical equipment and safety devices.
• attend meetings, conferences and training when required.
• occasionally support with social media for your organisation if required.
• coordinate our IT asset register, arrange for computer equipment and mobile phones to be fixed or replaced, where we are unable to troubleshoot internally.

Why work for us?

Benefits include: 29 days annual leave (pro rata), rising to 30 days annual leave (pro rata) upon completing a full financial year with PBS4 (1 April - 31 March), in-house paid induction training followed by 12 weeks blended e-learning, coaching, and mentoring. Additional training opportunities following probation, DBS check payment, Legal & General company pension, employee recognition scheme and access to various other benefits through our Employee Assistance Programme.

About PBS4

We are a not for profit and social enterprise support provider for adults and young adults who have learning disabilities and/or autism. We support people to live in their own homes, with their own tenancies and our model of support is a practice called Positive Behaviour Support. Our CEO Jonathan Beebee is a registered Learning Disabilities Nurse and qualified Behaviour Analyst. We are a medium-sized organisation supporting 40 people across Hampshire, Dorset, Berkshire Somerset, and Oxfordshire and with a workforce of around 250.

Be the change!

We want to create new ways of working, led by passion and drive for doing what is right, and promote innovation from our teams. As an Office Manager, your role would be pivotal in helping us achieve our aim. Join us on our mission to disrupt social care!

Job tags

Salary

£26k - £30k per annum