At a Glance
- Tasks: Oversee office operations and ensure everything runs smoothly and efficiently.
- Company: Join a dynamic team in Eastbourne with a focus on inclusivity and growth.
- Benefits: Enjoy 25 days annual leave, health support, and career development opportunities.
- Other info: We value diversity and welcome applicants from all backgrounds.
- Why this job: Be the backbone of the office and make a real difference every day.
- Qualifications: Experience in administration and strong organisational skills are essential.
The predicted salary is between 30000 - 40000 £ per year.
- Office Manager
- Working Hours: Monday to Friday
What's in it for you?
- 25 days annual leave plus bank holidays
- Option to buy up to 5 additional holidays
- Group Personal Pension Plan
- Career development and professional qualifications
- 24/7 Virtual GP and Mental Health support
- Cycle to Work Scheme
- Employee discount programme
- Life Assurance
- Long Service Recognition
- Enhanced Maternity Pay
- Paid volunteering opportunities
About the Role
As an Office Manager, you will oversee office operations, facilities administration, compliance documentation, health and safety administration, HR support and general business administration activities, ensuring the business remains organised, compliant and efficient.
Key Responsibilities
- Manage the day-to-day running of the office.
- Maintain filing systems, records, document control and customer correspondence.
- Maintain company policies, RAMS, accreditation certificates and training records.
- Act as the first point of contact for visitors, suppliers, contractors and enquiries.
- Coordinate meeting rooms, refreshments and company events.
- Manage office supplies, equipment and printer maintenance.
- Provide administrative support to the Finance team.
- Administer the Ring Central phone system, including calls, extensions and on-call updates.
- Support inductions, training administration and staff communications.
- Maintain customer, supplier and tender portals.
- Act as Company First Aider and Fire Warden.
- Coordinate first aid audits, fire drills, extinguisher servicing and PAT testing.
- Maintain health, safety and compliance records.
- Procure PPE and maintain stock levels.
- Support client questionnaires, tender submissions and compliance documentation.
- Represent the business at tenant and landlord meetings.
- Administer the Big Change system, including employee setup, licences and records.
- Maintain certifications, holiday allocations and operational documentation.
- Create and distribute Toolbox Talks and maintain associated records.
- Configure mobile devices and business applications for new starters.
About You
Essential
- Experience in an Office Manager, Office Administrator, Facilities Coordinator or Business Support role.
- Strong administration, organisation and document control skills.
- Experience supporting HR, Operations and Finance functions.
- Proficient in Microsoft Office applications.
- Excellent communication and stakeholder management skills.
- Ability to manage multiple priorities and meet deadlines.
- Strong attention to detail and accuracy.
Desirable
- Experience using Big Change, CRM or business management systems.
- Experience managing customer portals, tender platforms and accreditation records.
- First Aid and Fire Warden qualifications.
- Health and Safety administration experience.
- Our Commitment to Equal Opportunities
We're proud to be an equal opportunities employer. We welcome applications from all backgrounds and experiences and are committed to building a diverse and inclusive workforce.
Before applying, please review our Privacy Policy to understand how we process your data in line with GDPR.
Next Steps
If you're interested in this opportunity, please apply or contact the Careers Team for more information
StudySmarter Expert Advice🤫
We think this is how you could land Office Administrator
✨Join HR Networks
Get involved in HR-specific communities, like the Chartered Institute of Personnel and Development (CIPD) and local HR meetups. This is a fantastic way to connect with industry professionals and learn about job openings before they even hit job boards!
✨Make Your Presence Known
Attend HR conferences and workshops in your area to network with potential employers. Don't be shy—introduce yourself, exchange business cards, and let them know you're keen on a full-time role in HR. Who knows, you might just land a friendly face at Ipsum!
✨Leverage Your University Connections
If you’re a recent grad or still in uni, tap into your career services and alumni network. Many universities have connections with companies looking for HR talent, so get those leads and apply through our website for a smoother application process.
✨Showcase Your HR Passion
Create content around HR topics you’re passionate about, like employee engagement or diversity initiatives. Share articles or insights on LinkedIn to demonstrate your knowledge and get noticed by recruiters. It’s a subtle yet effective way to show you’re the right fit for a full-time role at Ipsum.
We think you need these skills to ace Office Administrator
Some tips for your application 🫡
Show Off Your HR Skills:When you’re crafting your CV, make sure you highlight specific HR skills that are relevant to the role at Ipsum. Include any experience with recruitment processes, employee relations, or performance management, and don’t forget to mention your familiarity with HR software or tools that could give you an edge.
Tailor Your Cover Letter:Your cover letter is your chance to shine, so tailor it to Ipsum and the specific HR role. Highlight your passion for people management and how your unique approach can help foster a positive workplace culture. Be sure to sprinkle in examples from your past experiences that illustrate your problem-solving abilities and interpersonal skills.
Include Relevant Certifications:If you’ve got any HR certifications or relevant training under your belt, be sure to showcase them! These qualifications can really set you apart from other candidates when applying for this full-time HR position at Ipsum. List them prominently on your CV to catch the hiring manager's eye.
Align with Company Culture:Make sure your application speaks to Ipsum's values and culture. Research the company and align your experiences or values with what they stand for. This will show them that you're not only a fit for the role but also for the overall vibe of the team and organisation.
How to prepare for a job interview at Ipsum
✨Brush Up on HR Best Practices
As you're diving into human resources, it’s crucial to be well-versed in the latest HR practices and legislation. Get familiar with key topics like employee engagement, talent acquisition, and diversity initiatives, as these could easily pop up in your interview with Ipsum.
✨Know Your Recruitment Tools
Most HR roles involve using various recruitment tools and ATS (Applicant Tracking Systems). Make sure you can comfortably discuss platforms like Workday or Greenhouse. If you've had direct experience, share those examples; if not, show your eagerness to learn!
✨Highlight Your People Skills
A full-time HR role at Ipsum will require strong interpersonal skills. Prepare to share stories that demonstrate how you’ve successfully navigated conflicts or supported team members in past experiences. Authenticity goes a long way in this field.
✨Stay Current with HR Trends
Being up to speed with current HR trends, like remote working protocols or mental health initiatives, can set you apart. Be ready to discuss how these trends could impact Ipsum and how you would contribute to adapting HR strategies.
