Office Manager in Belfast

Better places, thriving communities.

Job objectives and responsibilities

Main Job Function

• To provide comprehensive administrative, HR, payroll, and recruitment support to the Security Team at Belfast City Airport. The role ensures accurate scheduling, compliance with Mitie and aviation standards, and the smooth running of all office-based functions. The Office Manager acts as a central coordination point for staff, managers, and external partners, supporting the delivery of a safe, efficient, and professional security operation.

Main duties

Payroll, Pay & Scheduling

• Ensure payroll information for security staff is accurate and timely submission using WP+
• Manage monthly payments, allowances, overtime, and other pay-related adjustments.
• Maintain attendance records, shift changes, and timesheets, WP+
• Support roster creation, updates, and publication using internal scheduling systems.
• Liaise with Finance and HR to resolve payroll queries.

HR Administration

• Record and track sick lines, return-to-work documentation, and absence records.
• Support managers with bereavement notifications and associated HR processes.
• Assist with general HR issues, escalating to HR Business Partners where appropriate.
• Maintain confidentiality and ensure compliance with GDPR and Mitie policies.
• Support onboarding and offboarding processes for security personnel.

Recruitment

• Coordinate recruitment activity through the recruitment team and the Mitie eArcu system.
• Track candidate progress, schedule interviews, and manage communication with applicants.
• Support vetting and background checks in line with airport security requirements.
• Prepare onboarding documentation, access requests, uniform orders, and induction materials.
• Maintain accurate recruitment records for audit and compliance purposes.

Administration & Office Support

• Maintain personnel files (P-Files) in line with GDPR and aviation security standards.
• Provide administrative support to the Security Management Team, including reports and documentation.
• Manage office supplies, equipment, and general administrative tasks.
• Support incident reporting, compliance logs, and operational paperwork.
• Ensure all documentation is stored, updated, and archived correctly.

Diversity and Equal Opportunities:

• To value and respect your colleagues and members of the public regardless of their background.
• To cooperate and contribute to measures introduced by the client or Our company, to ensure equality of opportunity and encourage diversity.

Person Specification

Competences:

• Excellent written and verbal communication skills
• Excellent interpersonal skills
• Attention to Detail
• Organisation & Time Management
• Communication Skills
• Confidentiality & Professionalism
• Problem-Solving
• Teamwork & Collaboration
• Customer Focus
• Adaptability & Flexibility
• IT Literacy (Microsoft Office & internal systems)
• Compliance & Process Awareness

Minimum Required:

• Experience in administration, office management, or HR support
• Strong organisational and time-management skills.
• Good IT skills, including Microsoft Office.
• Ability to handle confidential information professionally.
• High attention to detail, especially with payroll and scheduling.
• Strong communication skills and ability to work with multiple stakeholders.
• Willingness to undertake further training and development.
• Previous management experience
• Leadership skills
• Customer focused.
• Previous experience of training and development

Additional Information

• Flexibility may be required to support operational needs.
• The role is subject to airport vetting and security clearance.
• Occasional attendance at training, meetings, or audits may be required.
• SIA licence, minimum of SG licence will be required for role.

Our Values & Behaviours

• We are one Mitie: collaborative, supportive, and committed to shared success.
• We are built on integrity: trustworthy, reliable, and professional.
• We go the extra mile: proactive, solutions-focused, and customer-driven.
• We are experts in what we do: delivering accuracy, compliance, and operational excellence.
• We have a can-do attitude: adaptable, positive, and ready to support the team.

Health and Safety responsibilities

• Follow Group and company policies and procedures at all times.
• Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.
• Use all work equipment and personal PPE properly and in accordance with training received.
• Report any issues or training needs to your Line manager and/or via your divisional incident reporting system;

Information Security

• Ensure compliance with Mitie's and Clients information security procedures in all activities.
• Proactively identify and report security risks to your manager.
• Report actual and suspected security incidents;

Our market-leading offering provides you with benefits that suit your lifestyle. We have a virtual GP on hand for you and members of your household. So you can get expert advice by video or phone without having to leave your home. We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay before payday for a small fee. Salary Finance also offers competitive loans.

When you join us, we’ll give you a link to our flexible lifestyle benefits platform, Choices. You might choose to purchase up to five extra days’ holiday each year. You might buy critical illness insurance, seek dental treatment or buy technology products at an affordable cost. There are many choices!

We give you access to high street discounts from thousands of well-known retailers, gyms and more through our MiDeals platform. And we have a cycle-to-work scheme. Life cover of up to four times your salary is available. We also offer enhanced pension contributions, a save-as-you-earn scheme, and a Mitie Matching Share Plan (you could even be awarded free shares in Mitie).

We award our employees with Mitie Stars as recognition for their hard work. There are cash prizes up for grabs each month and at the end of the year there’s a chance to scoop a top prize of £10!

Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We offer a diverse variety of training and development avenues via a wide selection of learning resources to suit you.

We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments, changes or do anything differently during the recruitment process, please let us know by emailing at.