Office Manager

About us Vida Bank provides competitive savings products through Vida Savings and specialist mortgage solutions through Vida Homeloans. Our mortgage business supports Buy to Let (BTL) and residential borrowers (ROO) who find themselves underserved elsewhere. Our mortgage customers range from Buy to Let investors, to the self‑employed and customers with multiple jobs. Our savings proposition is delivered online via our website, and is focussed on providing savers with fair, transparent and competitive rates. Our typical customers are active savers, who tend to look beyond their current account provider for savings accounts. Our business model and strategy are underpinned by our core purpose to ‘Help More People Find a Place to call Home’. We are here to help the under‑served, especially those with more nuanced personal circumstances or borrowing needs who are not able to access a mortgage from a mainstream mortgage lender.

Working exclusively with intermediary partners, we combine cutting‑edge technology with skilled and caring underwriting expertise to solve complex customer problems. As a fully regulated UK based bank with ambitious growth aspirations, we recognise the importance of having a clearly articulated culture strategy and the need to actively manage how it embeds in the business together with the behaviours which exemplify it. As a recognised Best Companies Top 100 mid‑sized company to work for in the UK and a finalist at the Financial Reporter Women’s Recognition Awards, we take pride in our diverse workforce, championing both ethic and gender diversity through our EDI commitments. Having met the target set by being a member of the HM Treasury Women in Finance Charter we have 50% of senior management roles filled by women.

With offices in London, Newcastle and Skipton, we bring our teams together regularly to collaborate and empower our colleagues to have more choice around when and where they work on the days they are not in the office, with colleagues working remotely in various locations across the UK.

Our Culture

We are proud to have built a culture founded on an ethos of caring, and that sits at the heart of our Vida Values, driving the way we run our business, support our customers and other stakeholders on a daily basis. We genuinely care about delivering the right outcomes for all our stakeholders who we consider through the cultural framework as our customers, colleagues, company and communities that we operate in. By Joining Vida you will have a sense of belonging in what is a diverse and collaborative environment, where you will be empowered to take responsibility for driving delivery. We embrace a diversity of backgrounds and experiences in our people, in the deeply held belief that better outcomes are achieved for customers when our colleagues are better placed to empathise with and understand their unique circumstances. From application to interview, we place inclusion at the heart of all we do.

Role Overview

This part‑time Office Manager role (3 days per week, Tuesday to Thursday, 08:30–17:00, based in the London Bridge office) ensures the smooth, safe, and professional day‑to‑day running of the office. Acting as the first point of contact for visitors, the role supports colleagues by maintaining an efficient, well‑organised, and welcoming working environment. The successful individual will build strong relationships with colleagues and consistently demonstrate Vida Bank’s values and culture.

Key Responsibilities

• Front of House
• Provide front‑of‑house reception services, including meeting and greeting visitors in a professional and welcoming manner
• Act as a central point of contact for office‑related matters and ad‑hoc enquiries
• Manage incoming and outgoing post and deliveries, including receiving, organising, and distributing items
• Manage and respond to correspondence, including letters, emails, and monthly legal risk report searches
• Office management
• Oversee the day‑to‑day running of the office, ensuring it is organised, functional, and welcoming
• Support key stakeholders with meeting room bookings and general administration
• Coordinate office activities and prepare spaces for meetings through Condeco room booking system, events.
• Facilitate meetings and organise catering and lunches (including customer, board, and committee meetings)
• Greet and induct new starters, including welcome walks and building access setup
• Order and manage office stationery, supplies, staff baby hampers and staff equipment requests
• Raise purchase orders and process supplier invoices
• Maintain accurate office procedures, visitor guidance, and documentation
• Monitor office cleanliness, temperature, and equipment (e.g. coffee machine, air conditioning)
• Maintain access control systems, issue passes, monitor entry logs, and produce reports to support SECR and sustainability improvements
• Maintain organised files, logs, records, and databases, including expense tracking
• Support business communications, billing queries, ordering, and shipping/post requests
• Organise office engagement initiatives, events, and marketing support, including monthly office events and baby hampers
• Facilities Management
• Ensure compliance with health and safety requirements for office facilities
• Liaise with suppliers, contractors, landlords, and service providers to manage facilities and resolve general premise issues promptly and are maintained to a high standard
• Log permits and licences required for office works
• Support annual health and safety surveys, audits, risk assessments, and first‑aid and fire safety checks, including coordinating facilities providers and compliant testing
• Attend required training and act as a First Aider and Fire Warden
• Supporting SLT
• Work closely with colleagues to provide effective support to SLT and key stakeholders
• Manage internal meeting room bookings when SLT are in the London office and support hybrid meetings (including Teams and boardroom technology)
• Prepare meeting documentation, including printing, copying, binding and support the quarterly review process
• Book venues, travel, accommodation, and refreshments for meetings and events
• Provide high‑level business and administrative support, logging executive leave, and maintaining risk and action logs

Requirements

• Front of house skills
• Organised and strategic planner with the ability to work on own initiative
• Comprehensive eye for detail
• Excellent communication skills – Verbal and written communication skills
• Proven organisational experience
• Ability to prioritise workload, managing time effectively and efficiently
• Proficiency in using Microsoft Office software packages (Teams, Outlook, Word, Excel)
• First Aid qualified (Desired) (Training will be provided)
• Fire warden Qualified (Desired) (Training will be provided)

Our Values

Our values are well established and recognised throughout our organisation. They provide a frame of reference for the behaviours expected from our colleagues every day. We find ways to break old conventions, especially those which cause exclusion or customer harm. We look for these qualities when hiring new talent into the organisation, and they underpin our approach to personal development and performance management for all our people. At the heart of this is the fact we care about our Customers, Our Colleagues and our Communities. We are:

• Visionary - We innovate and break old habits, thinking big and pushing boundaries together as one team
• Inclusive - We value each other’s differences and work to see people for who they really are
• Dynamic - We are flexible and fast, cutting through complexity and never accepting second best
• Authentic - We are honest and genuine, what you see is what you get

Benefits

We offer a comprehensive benefits package to support our employees’ professional and personal needs. Further details can be provided upon application.