Office Manager

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