Office Manager & PA 12 month fixed term contract (maternity cover)

The Office Manager (12 month fixed term contract) role is split into three areas of responsibility: the operational running of the office, executive support to the Managing Director and administrative support for Finance, HR functions and Marketing departments.

Key responsibilities

• Office Management:
  • Overseeing the daily operation of the office, ensuring a safe and secure working environment for staff and for visitors.
  • Responsible for general office appearance and upkeep across the business, managing this through appropriate colleagues.
  • Purchasing of office equipment, stationery, consumables etc.
  • Managing travel bookings for internal and external teams.
  • Responsible for property management including utilities, fire and intruder alarms.
  • Distributing incoming mail and assisting colleagues with arranging deliveries and courier services.
  • Management of outsourced telephone reception company.
  • Control of company credit card and reporting process.
  • Managing relationships with facilities for the office and for the store – cleaning and maintenance, building management, IT, office equipment suppliers etc.
  • Supporting HR Manager with H&S risk assessments and training needs, including coordinating courses and booking attendees.
  • Delivering Fire Safety and new starter briefings.
• Executive Support for MD:
  • Responsible for Outlook management of MD diary, planning and scheduling internal and external meetings.
  • Preparation of meeting rooms in advance/after of appointments.
  • Travel and itinerary planning.
  • Working with MD to plan and execute company meetings including Powerpoint presentations.
  • Ad hoc requests for meeting preparation on PPT or Excel.
  • Processing of expenses.
• Administrative support for Finance, HR and Marketing departments:
  • Assisting Marketing team with loan returns and deliveries, as required.
  • Support Marketing team with ad hoc gallery evening events.
  • Local filing, archiving and retrieval of accounting documentation.
  • Assisting with set up and maintenance of new and existing equipment.
  • Providing back up support for expense processing.
  • Distribution of AR and AP remittance documentation.
  • Local point of contact for ICO records.
  • HR and recruitment support – support with organising and communicating with applicants, setting up interviews, support with coordinating onboarding process.

Key skills

• IT literate – including strong Excel and PowerPoint skills.
• Excellent organisation and prioritisation skills.
• Excellent written and verbal communication skills.
• Ability and willingness to use own initiative and be proactive.
• Tact, diplomacy and discretion.

Benefits

• Access to Employee Assistance Programme.
• Private Medical Insurance.
• Life Insurance.
• Generous staff discount.
• 25 days annual leave (pro rata) excluding Bank Holidays.
• Cycle to Work Scheme.
• Pension.
• Training & Development.

Equal Opportunities Employer. Leica is committed to and promotes the principle of equal opportunities in employment. We aim to treat people fairly and ensure that discrimination does not occur at any stage of recruitment, selection or employment on any grounds including race, religious beliefs, gender reassignment, ethnic or national origin, sex, age, marital status, disability, sexual orientation, pregnancy or maternity and trade union activities. It is the policy of Leica to ensure that all job applicants and colleagues are recruited, trained and promoted solely on the basis of their abilities.