Job Summary
The Office Manager is responsible for delivering efficient, accurate, and confidential administrative support across all areas and supporting managers and staff throughout CDGL. The role ensures the smooth running of day-to-day office operation including first stage HR Support where required. Typical tasks will include, employee lifecycle management, record-keeping, compliance, recruitment support, and coordination of HR initiatives. As the first point of contact for HR enquiries, the Office Manager plays a key role in fostering a positive employee experience while supporting the organisation’s people strategy and operational objectives.
Key Responsibilities
1. HR Administration & Employee Records
Maintain accurate and confidential employee records, ensuring compliance with GDPR and internal policies.
Manage employee data across HR systems (People HR), ensuring information is up to date and accurate.
Prepare HR-related documentation including contracts, variation letters, reference requests, and onboarding materials using templated letters built within the system.
2. Employee Lifecycle Management
Coordinate onboarding processes, ensuring new starters have a smooth and engaging introduction to the business.
Support offboarding, including processing resignations, arranging exit interviews, and updating systems.
Ensure all employee lifecycle milestones (probation, anniversaries, reviews) are tracked and communicated.
3. Recruitment & Selection Support
Assist with posting job adverts, coordinating interviews, and liaising with candidates throughout the recruitment process.
Communicate with hiring managers to ensure timely scheduling, feedback collection, and candidate updates.
Maintain recruitment records and support the administration of offer and onboarding processes.
4. Payroll & HR Compliance Support
Accurately update PeopleHR with any payroll changes to assist with smooth running of monthly payroll
Support compliance activities including right-to-work checks, policy updates, and audit preparation.
Assist in ensuring HR procedures comply with current employment legislation. Monitor legislative changes and update accordingly.
5. Employee Relations & HR Support
Act as a first point of contact for HR queries, providing timely and professional responses.
Support the Managing Director in coordinating employee relations processes such as investigations, meetings, and follow-up actions.
Maintain accurate notes and documentation with the system and using relevant templates.
6. Reporting & Systems Management
Update and manage PeopleHR, ensuring reports are accurate and accessible.
Produce HR reports on absence, turnover, training, and other metrics as required.
7. Learning & Development Coordination
Utilise online training platform and other training schedules to ensure staff receive training in a timely manner in line with their development needs.
Update PeopleHR log books to reflect any training undertaken and ensure training matrix is kept up to date in line with ISO requirements.
Assist with monitoring mandatory training completion and communicating reminders.
Provide training to managers to assist with Appraisals, one to one or ER situations.
8. Culture, Engagement & Internal Communication
Promote a positive workplace culture through consistent, supportive HR practices.
Skills & Qualifications
HR Knowledge: Experience in HR administration with a solid understanding of core HR processes and employment law basics.
Attention to Detail: Highly organised, accurate, and reliable in managing confidential information.
System Proficiency: Experience using HRIS systems (Ideally Access PeopleHR) and Google Workplace.
Communication Skills: Excellent written and verbal communication skills with the ability to interact with staff at all levels.
Problem-Solving: Able to identify issues, recommend solutions, and support employees with clarity and empathy.
Time Management: Capable of managing multiple priorities and meeting deadlines in a fast-paced environment.
Confidentiality: Demonstrates discretion and professionalism when handling sensitive information.
Adaptability: Able to adjust to changing organisational needs and take initiative in improving processes.
Personal Qualities
To thrive in this role, the Office Manager should demonstrate the following attributes:
Organised & Reliable: Manages workload efficiently and consistently delivers accurate work.
Discreet & Trustworthy: Handles confidential information with professionalism and integrity.
Proactive: Takes initiative to improve processes and resolve issues before they escalate.
Collaborative: Works well with colleagues across departments and supports a cohesive team environment.
Detail-Oriented: Ensures all data, documentation, and communications are accurate and consistent.
Service-Focused: Provides helpful, timely, and positive support to employees and managers.
Resilient: Able to manage competing priorities and remain composed under pressure.
1. Data Accuracy & Compliance
Goals:
Ensure employee records, documentation, and relevant systems remain accurate, compliant, and up to date at all times.
Maintain 100% compliance with GDPR, right-to-work checks, and internal HR policy requirements.
Support the organisation by producing reliable HR data for reporting, audits, and strategic planning.
Expectations:
Regularly review and update employee data, ensuring all changes are processed promptly and correctly.
Conduct routine compliance checks and escalate risks or gaps to the Managing Director immediately.
Maintain a high standard of organisation within HR files, systems, and documentation to support full audit readiness.
2. Recruitment Administration & Hiring Efficiency
Goals:
Support end-to-end recruitment processes to ensure timely hiring and a professional candidate experience.
Reduce average hiring lead times by ensuring swift scheduling, documentation preparation, and candidate communication.
Maintain consistent, accurate recruitment data to support workforce planning and forecasting.
Expectations:
Ensure all job adverts, candidate CVs, interview notes, and hiring decisions are logged and filed appropriately.
Communicate proactively with candidates and hiring managers to maintain momentum throughout the recruitment cycle.
Track recruitment KPIs (time-to-fill, candidate pipeline status) and provide regular updates to the Managing Director.
3. Employee Lifecycle Management & Engagement
Goals:
Deliver a consistent, smooth, and positive experience for employees throughout their lifecycle—from onboarding to exit.
Maintain accurate tracking of key milestones such as probation reviews, training schedules, and contract changes.
Support initiatives that improve employee engagement, retention, and organisational culture.
Expectations:
Coordinate onboarding processes to ensure new employees have access to systems, documentation, and company resources.
Monitor and communicate lifecycle triggers (probation deadlines, contract renewal dates, appraisal cycles).
Gather employee feedback and share insights to help shape future engagement and wellbeing initiatives.
4. HR Reporting, Analytics & System Management
Goals:
Produce clear, accurate, and timely HR reports that support operational and strategic decision-making.
Ensure HRIS data is maintained to the highest standards and reflects real-time workforce changes.
Support the organisation’s move toward data-driven HR management.
Expectations:
Identify anomalies or trends in HR data and highlight them to management with recommendations as appropriate.
Ensure HR systems are kept updated and support ongoing digital transformation initiatives.
5. Employee Relations Support & Issue Resolution
Goals:
Support fair, consistent handling of employee relations cases through accurate documentation and timely coordination.
Maintain professional impartiality when supporting sensitive or confidential processes.
Contribute to a positive and legally compliant ER environment across the organisation.
Expectations:
Assist the Managing Director with scheduling meetings, taking minutes, and preparing supporting materials.
Ensure ER records are accurate, secure, and updated to reflect the current status of each case.
Communicate clearly with staff involved in ER processes while maintaining full confidentiality and neutrality.
6. Process Improvement & Operational Efficiency
Goals:
Identify and propose at least two improvements to processes, systems, or documentation per year.
Support the implementation of new HR tools, templates, procedures, or workflows that enhance efficiency.
Contribute to a streamlined HR function that reduces administrative burden and improves employee experience.
Expectations:
Approach all HR tasks with a continuous improvement mindset.
Keep all procedural documentation and templates updated to reflect current best practices.
Participate proactively in team discussions, improvement workshops, and policy review sessions.
Reporting Structure
This position reports to the Managing Director and works closely with the Finance, Operations, and Department Managers to ensure alignment of HR processes, data accuracy, and organisational support.
