Office Manager- Part Time in Winchester

The Office Manager is responsible for the smooth and effective day-to-day operation of the Winchester office, ensuring it functions as a professional, welcoming, and highly efficient working environment. This role provides comprehensive administrative, facilities, and operational support to the local team, visiting executives, and senior stakeholders across the Group. Acting as the operational backbone of the office, the Office Manager plays a pivotal role in enabling productivity, maintaining confidentiality, and upholding the Group's high professional standards.

Key Responsibilities & Accountabilities

• Executive & Senior Stakeholder Support: Provide high-quality administrative and office support to the Executive Chairman, in close coordination with their Executive Assistant. Deliver administrative support to the permanent office team, as well as visiting Executives and Senior Managers across the Group. Manage interactions with discretion and professionalism, always maintaining strict confidentiality. Build effective working relationships with stakeholders across all levels of the business.
• Facilities Management: Ensure the Winchester office is consistently maintained to a high professional standard, creating a clean, safe, comfortable, and welcoming environment. Ensure full compliance with all applicable health, safety, and regulatory requirements. Manage office facilities, equipment, and infrastructure, including IT-related matters in collaboration with Group IT and external service providers. Source and manage office suppliers and service providers, including negotiating terms and overseeing delivery. Maintain a strong working relationship with the office landlord or managing agent, including matters relating to leases, renewals, and office improvements.
• Office Administration & Operations: Oversee all administrative and operational office functions to ensure efficient day-to-day operations. Develop, implement, and maintain office policies and procedures. Coordinate the office-wide calendar, including meetings, visits, travel, leave, and work-from-home schedules. Ensure all office-based meetings are well organised, including room bookings, IT support, and catering.
• HR & People Administration: Provide day-to-day HR administrative support, including leave management and employee queries. Support the Finance team with payroll-related administration. Assist team members with employment-related matters such as HMRC, National Insurance, and work permits. Manage onboarding processes for new employees, including preparing workspaces, equipment, and access.
• Travel & Entertainment: Coordinate and manage travel arrangements for executives and team members, including flights, accommodation, ground transportation, and visas, in liaison with the Group Travel Department. Make restaurant and hospitality bookings as required.
• Communications: Manage internal office communications to ensure timely and effective information flow using appropriate channels (Email, Teams, WhatsApp). Coordinate communications during emergency or crisis situations as required.
• Supplier Payments: Assist with processing supplier invoices within the Company's accounting systems. Support the setup of supplier payments for approval within the banking system.
• General & Team Engagement: Maintain close daily working relationships with Executive Assistants across the Group. Act as the Winchester office coordinator for Group-wide initiatives, events, and programmes. Take the lead in fostering a positive office culture by organising team events and celebrations.

Education & Certifications

• Essential: Tertiary-level qualification in Business Administration, Office Management, or a related discipline. Valid driver's licence.
• Desirable: Relevant professional administration or office management certification.

Professional Experience

• Essential: 5-10 years' experience in a similar Office Manager or senior administrative role. Experience working in a multinational environment, including managing across time zones, cultures, and geographies.
• Desirable: Experience supporting senior executives or board-level stakeholders.

Key Competencies

• Essential: Exceptional attention to detail and accuracy. Strong written and verbal communication skills in English. Advanced proficiency in Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint). Excellent organisational and time-management skills, with the ability to multitask effectively. Strong interpersonal skills and the ability to engage confidently at all levels. Professional, discreet, and confidential approach. Culturally aware and sensitive. Self-motivated, proactive, and energetic. Able to work independently and take ownership. Flexible, resilient, and adaptable to changing priorities.
• Desirable: Basic bookkeeping or finance administration experience.

This is an exciting new role, one that you make your own and develop. The role will be working part time, every day of the week, Monday to Friday. The hours will be 8am until 1pm or 2pm with some flexibility around these. This role is in central Winchester and will offer parking.

Please be aware this advert will remain open until the vacancy has been filled. Interviews will take place throughout this period, therefore we encourage you to apply early to avoid disappointment.

Tate is committed to promoting equal opportunities. To ensure that every candidate has the best experience with us, we encourage you to let us know if there are any adjustments we can make during the application or interview process. Your comfort and accessibility are our priority, and we are here to support you every step of the way. Additionally, we value and respect your individuality, and we invite you to share your preferred pronouns in your application.