Office Manager & PA

The Office Manager & Personal Assistant reports to the Project Director. They are responsible for organising and coordinating a range of office operations, overseeing the implementation of policies and procedures and contributing to business targets. They have authority for budgetary control and delegated sign off, work autonomously and manage their own workload. They are the line manager for the receptionist in the region, and functional head for local project administrators.

OFFICE MANAGER

• Delegated budgetary authority to sign off expenditure. Meet regularly with Finance Manager to review budgetary positions and take corrective actions as appropriate.
• Manage all facilities services within the office, overseeing and checking the work of tradespersons/contractors. Manage contractors working on site e.g. building/office refurbishment and other major changes ensuring all safety measures are in place. Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Liaise with Company Real Estate and their appointed sub-contractors to ensure office meets all legal and auditable requirements (e.g. monthly electrical/water tests, fire alarms, security, TV Licence, insurances, hazardous waste, WEEE etc.) ensuring successful audits. Resolving any corrective actions if applicable.
• Maintain technical documentation for the OMI Pack within a structured system, where legal compliance documents are needed for internal and external audit. Responsible for actioning and resolving satisfactorily any Corrective Actions that may arise.
• Attend Landlords’ and Managing Agents meetings regularly, contributing to discussions and decisions about the building, security issues etc. Manage Service Charge account. Liaise with Managing Agents for building repairs and health & safety issues within communal areas.
• Organise and coordinate Fire Drills. Set dates to meet legal requirements and evacuation drills. Meet with local Official Fire Officers to discuss evacuation and improvement actions. Contribute to the building Fire Report. Act as a Chief Fire Warden for the Office.
• Be point of contact for out-of-hours works required to maintain premises.
• Undertake regular audits to check on office cleaning standards. Meet quarterly with Cleaning Contractors. Undertake regular checks on pest control, ensuring infestation levels are eradicated or reduced. Meet with Council Health Representatives as appropriate (normally twice per year).
• Organise regular PAT Testing of all office equipment and maintain records for audits.
• Serve as the ‘Go-To’ person for office enquiries, guidance and conflicts.
• Take a lead role in Safety issues, chairing regular SLT3 meetings (6 per annum); reporting on findings and escalating issues to SLT2/SLT1 as in line with organisational policies. Member of SLT2 meetings.
• Archive Facility, define and write up procedures and processes for regional record retention, ensuring protection and security of files and records. Management and coordination of Archive Process. Development and continuous improvement of the process/system. Responsible for termination/disposal of data.
• Organise staff meetings and core briefings. Research and contribute data to these events.
• Member of the Regional ‘Operations Management Team’. Attend monthly meetings and contribute to business agenda and actions.
• All facilities work to be in compliance with fiscal, legal or administrative requirements e.g. ISO 9000 certification.
• Appointed Official Company PKI Agent.
• Authorise Corporate AmEx application. Manage terminations of cards when necessary.

ADMINISTRATION & TEAM MANAGEMENT

• Line management of Receptionists; ensuring staff resources are deployed efficiently and effectively. Checking that work is recorded against correct project and overhead coding’s. Undertake periodic quality checks as necessary.
• Responsible for recruitment, dismissal, setting targets/goals and appraisals. Perform regular 1-2-1 meetings and putting in place improvement plans with defined timescales if performance is failing.
• Functional management for Project Administrators in the region, providing technical guidance and support to ensure the latest standards and business requirements are applied consistently across the region.
• Promote staff development and training.
• Oversee and coordinate Work Experience Placements, includes liaison visits from school/college personnel. Ensure that all certification is obtained prior to commencement. Liaise with other functional managers to secure a suitable placement within the office.
• Research, compile and write reports/presentations for senior management. Compile and write Business Plans for Capex and other equipment/items for the office and submitting to finance and procurement when final organisational approval is received.
• Suggestions Resolution Box; taking issues raised to local management team meetings for discussion and organise resolution of items raised.
• Compile office-wide rota for monthly safety tours of the office, liaising with EHS managers when appropriate. Undertake Stop & Talk (if applicable) and report findings.

PERSONAL ASSISTANT

• Responsible for daily monitoring of Director’s inbox, picking up emails and responding to them, taking independent actions as required.
• Manage diary of Director in a pro-active and efficient manner making independent decisions. Responsible for setting up all meetings and schedules and cascading information.
• Research, contribute and prepare data/information for a variety of internal and external client meetings and presentations. Prepare, compile and contribute to reports to the cycle of operational meetings.
• Maintain excellent relationships with Director’s client representatives, suppliers and other external parties. Organise and schedule regular Network Rail meetings with senior clients and Program Managers.
• Manage and coordinate events and other like meetings (e.g. Network Rail and the Alliance/Team Building Events). Organise venue and programme liaising with external facilitators.
• Assemble, collate and submit expenses reports for Director.
• PDR meetings, organise schedule of meetings and membership. Collation of reports from finance and formulate Outstanding Actions listing for Project Managers etc.
• Prepare and submit Colours Reports, extracting data from the PDR meetings.
• Resource planning data. Create, collate spreadsheets regional management operations meetings.
• Core Brief, update and contribute to presentation and organize meeting for the office.
• Manage on-boarding program of all new staff, devising and developing a personalised individual induction programme. Manage off-boarding of all leavers, retaining swipe cards, AmEx Cards, equipment and other company property.
• Authorise Purchase Requisition’s for overheads.

KNOWLEDGE SKILLS AND ABILITIES

Essential

• First Degree/NVQ4/HND or at least 5 years’ proven experience of working in a similar high-profile role.
• Proven experience of managing and supervising a team (appraisal/performance of results). Team Building skills. Be able to direct, monitor and supervise staff, leading a team.
• Ability to maintain high level of accuracy in researching and preparing data. Analytical and problem-solving skills and attention to detail with a high level of accuracy/meticulous.
• Confident, able to use initiative and to deal with sensitive and complex situations.
• Advanced management understanding.
• Excellent inter-personal skills (faced with constant interruptions with need to meet deadlines). Be able to make solid professional judgments (sometimes on behalf of Director).
• Very effective organisational and written communication skills. Excellent language and grammar skills.
• Computer skills – spreadsheet and word processing at a highly proficient and advanced level.
• Capable of prioritising workload of self (and of team members).
• Able to maintain utmost level of confidentiality and discretion with sensitive information to the business.

Desirable

• Stress, time management and health & safety skills.
• Equality & Diversity awareness.
• Knowledge of Railway Industry.
• Compliance with ethical and anti-bribery policies.