Office Supervisor in London

Reporting to the Chief Executive, the Office Manager will be supporting the Grand Union and Marble Arch BIDs, a team of 12 people, with looking after the team and the office, senior managers, volunteering and events. This is a part-time role (28 hours per week) that could be configured flexibly across the week to suit the successful candidate. Minimum attendance in the office three days per week. Occasional evening working may be required to support events, for which time off in lieu will be given.

You will be an ambassador for both BIDs, and be capable of juggling multiple tasks, contacts and resources to support a busy office. Responsibilities include:

• Helping team members with securing venues for meetings, training and briefings – negotiating prices, checking contracts, ensuring room layout and IT provision.
• On-site assistance at events and activities, including room set-up and AV checks.
• Assisting the community team with preparing equipment for volunteering.
• Assisting with multi-company volunteering events and company-wide volunteering events, occasionally leading small-scale volunteer events supporting the community team during busy periods.
• Supporting team members at competitive socialising, networking or wellbeing events, with equipment, prizes and participant registration.
• Seeking reference requests and undertaking DBS applications.
• Booking training for new starters as required.
• Booking training on a rolling basis for existing staff, including first aid, fire marshal and safeguarding, keeping an eye on pending expiry dates.
• Devising and managing systems for annual leave, time off and sickness monitoring.
• Overseeing the company’s Employee Assistance Programme and liaising with providers to flag new starters.

Office management responsibilities include:

• Be responsible for FM issues internal to our office space including regular PAT testing, HVAC, IT and connectivity, fire equipment servicing, printer/scanner contract, stationery supplies like paper and toner.
• Keep updated the list of trained first aiders and fire marshals and keep displayed.
• Liaise with the landlord over issues within the common parts like the kitchen, lift, toilets, access arrangements.
• Create and maintain an inventory of IT assets, liaising with our external IT providers as necessary, keeping track of aging assets and organising data clearance and compliant disposal of old IT assets.
• Placing IT orders for new starters, overseeing installation and checking completion prior to new starters arriving.
• Oversee our waste and recycling arrangements ensuring compliance.
• Manage contracts and arrangements with overspill office locations in Paddington as required.
• Liaise with the office cleaner and ensure cleaning supplies including waste and recycling bags are available.
• Flag to the landlord if kitchen supplies run low.
• Keep stocked office consumables for colleagues, including the water contract and teas/coffee etc in the kitchen.

The Office Manager will require the following skills and experience:

• Minimum three years’ experience of working in an administrative or EA support role working in person in a busy office environment.
• Ability to liaise via telephone, in person, and in written correspondence with senior business representatives and a variety of professionals, suppliers and community partners.
• Excellent personal and independent planning, organisational and administrative skills.
• Flexibility to adapt to change, showing resilience, re-allocating resources as necessary, being mindful of project timelines and critical path.
• Intermediate skills in Outlook, Word, Excel and PowerPoint and experience of using CMS databases.
• Ability to work effectively in a team environment with a “can-do”, willing approach towards colleagues to facilitate effective performance from a small and dedicated team.

Academic qualifications: A minimum of 2 “A” levels, or equivalent, plus GCSEs in Maths and English (6 or above). The appointment will be subject to satisfactory references and a full DBS check. The successful candidate will be required to complete level 1 safeguarding training for adults and children and emergency first aid at work within one month of commencing employment.