Office Supervisor

Job purpose Reporting to the VP International Markets, the Office Manager/H&S Lead will provide direct support for day-to-day administrative duties in addition to more project related deliverables such as research, support, and follow-up on departmental operations and projects. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions with colleagues across all levels of the organization, including R&D leadership and external collaboration partners. In addition the role will take the lead in Health & Safety management for all three of the Bracco legal Entities in the UK. Main Responsibilities, Activities, Duties and Tasks (Administration) Diary management and long-term calendar management Arranging meeting and events, including transport, hotels, managing itineraries and booking meetings, rooms, providing refreshments and agenda preparation; taking meeting minutes Ensuring actions and information requests are followed up appropriately Building and maintaining excellent relationships and communications with a multitude of contacts and stakeholders, internally and externally Regular handling of confidential and sensitive information with the upmost discretion Supporting the VP with external stakeholders, visitors, and preparing for visits Drafting or updating reports, presentations, policies, standard operation procedures, etc. Support with department queries & administrative tasks Filing & archiving Ensuring deadlines are complied with for own area of responsibility Creating PowerPoint presentations and various data reports as requested Supporting financial activities (e.g., raising purchase orders, goods receipting) Supporting contracts with external parties (e.g., confidential disclosure agreements, consultancy agreements) Meeting tight deadlines Other duties as determined by business needs. Main Responsibilities, Activities, Duties and Tasks (Health & Safety/Facilities) Creating and maintaining policies : Develop and implement health and safety policies and procedures that comply with legislation and company requirements Monitoring risks : Identify hazards and potential risks, and monitor them to ensure employees are safe Conducting inspections : Organise and facilitate regular safety audits and inspections to ensure compliance with health and safety law Training employees : Organise the development of and delivery of health and safety training for employees Managing emergencies : Develop and maintain emergency response plans and conduct regular drills Investigating incidents : Participate in accident and incident investigations, and analyse statistics to identify trends and suggest improvements Providing advice : Offer health and safety advice to employees and provide technical support to senior management Promoting safety culture : Promote a culture of safety within the organisation First Aider responsibility, training courses, First Aid boxes, Policy Health & safety legal responsibilities , regular review, Policy required, Legal compliance requirement Fire safety & training , regular reviews and tests, working with OSP, actions relating to the Fire Risk assessment \\ inspection including regular Fire extinguisher and emergency lighting testing, processes and policy required External and off-site activity – support and management where appropriate. Management & Update : General Office and facilities management. Professional Experience, Knowledge & Technical Skills Significant relevant and related experience Good working knowledge of how to put presentations & briefings together High level of attention to detail and time management skills Ability to understand and anticipate needs to ensure appropriate outcomes Ability to remain confidential and professional with sensitive people related data and information Pro-active, exceptionally well organised and able to prioritise; communicate and manage expectations on delivery Calm under pressure Strong attention to detail & organisational skills Able to manage multiple projects & tasks simultaneously Working at a fast pace Advanced Word, Excel & PowerPoint skills Excellent oral & written communication skills. Ability to influence and build relationships/earn credibility quickly across broad global constituencies with competing priorities. Soft Skills – Company Values & Behaviours Strong coaching, facilitation, and organizational skills; team player. Experience and skills with cross-functional and highly matrixed organizations. Able to work & deliver under own initiative & build relationships & support networks Able to influence Flexible in approach & \’can do\’ attitude