Office Manager

Posted 3 weeks ago

Salary anticipated to be in the range of £23,000 – £35,000 per year dependent on skills and experience.

The Role

We are seeking an experienced, reliable and dependable Office Manager to join our growing team.

You will deliver transformational productivity gains for the company through your work, and as an innovative and rapidly growing scale-up company, you will keep a close eye on automation opportunities within the scope of your work to improve productivity further. You will identify and implement new administrative processes and procedures that enable scalable and sustainable business growth.

You will take ownership of policies, processes, procedures, and keep relevant documentation up to date, to ensure safe and efficient management of our team and our newly opened Newcastle city-centre office at Portland House. This will involve our ISO 9001 and 14001 accredited management systems and their external audits, and areas such as health and safety, maintaining asset registers, human resources documentation, onboarding new staff, diary management, booking travel and approving staff expenses amongst others.

You will have excellent rapport with all stakeholders, often being the first point of contact for anyone contacting the company via phone or visiting the office in person. In all that you do, you will pursue excellence with honesty, integrity, trust and fairness.

You will be an excellent collaborative team player striving for team results, both internally and with clients. You will be able to take advice and support from more senior staff while also providing advice, support, and mentorship to more junior staff. You will be empowered to express your opinions and utilise your initiative.

The role will be hybrid of in-office and remote from within the North East of England.

Key Accountabilities

  • Identifying areas of the job that require repetition and that could be automated through software, highlighting to relevant staff within the business that can support automation and make your work easier and more productive
  • Where appropriate, set up and implement new administrative processes to enable scalable and sustainable growth
  • Keep all aspects of our ISO 9001 and 14001 accredited management systems up to date, and lead on their external audits
  • Take ownership of the company’s health and safety policy implementation, and lead through example ensuring all staff follow the safe systems of work
  • Maintain the company’s asset register, and ensure that all equipment is serviceable through procuring external expertise and buying new equipment where required
  • Take a lead on human resources issues, advising staff and line managers of actions that need to be taken to ensure compliance with company policies, such as; scheduling Professional Development Reviews (PDRs), Display Screen Equipment (DSE) assessments, sickness forms, annual leave and time off in lieu (TOIL) entitlements, onboarding and offboarding of staff, etc.
  • Provide diary management for senior staff, organise meeting rooms, and work with external stakeholders to ensure they have an excellent experience when visiting the company
  • Planning and booking travel logistics, and approve expenses in accordance with company policies
  • Produce accurate minutes of meetings and circulating agendas
  • Provide general administrative support to all functions of the business, enabling technical staff to focus on technical problems
  • Be the first point of contact on the company’s phone system switchboard

The Person

Knowledge, skills and experience 

Essential 

  • Proven experience in a similar role delivering office management with exemplary health and safety performance, human resources knowledge, diary management, minute taking, and logistics planning.
  • Proven experience working with ISO 9001 and 14001 systems, and their external audits
  • Proven experience working with business systems such as Monday.com, Xero (Including Projects and Expenses), Hubspot, Adobe PDF, and WhosOff.
  • Excellent use of MS Office applications, including Word, Excel (and ability to independently develop new spreadsheets), OneDrive, Teams, Powerpoint and Outlook
  • Proven experience setting up new processes and procedures, as well as implementing existing ones
  • Ability to undertake independent research to inform how to fully deliver elements of the role, where gaps exist
  • Excellent oral and written communication skills, including the ability to
    • write specifically and concisely
    • communicate effectively with those whose first language is not English
    • provide excellent first-contact stakeholder engagement
  • Proven experience of managing a large, varied workload with competing demand

Desirable 

  • Proven experience working within the offshore wind sector and/or within a Software as a Service (SaaS) based business
  • Proven experience working in an innovative and/or research intensive environment
  • Proven experience working with publicly funded projects, either with the funder or recipient
  • Proven experience identifying areas that could be automated leading to productivity gains
  • Ability to effectively communicate in languages other than English that are relevant to the offshore wind industry
  • Knowledge of the importance of reaching net-zero, and the role of offshore wind in achieving it

Attributes and Behaviour 

Essential 

  • Display our core values of honesty, integrity, trust, fairness and pursuit of excellence 
  • Ability to prioritise workload to meet deadlines 
  • Excellent organisational skills and attention to detail 
  • Ability to relate well and professionally with a wide range of stakeholders 
  • Demonstrate a ‘can-do’ attitude and be team player 
  • Willing to ask for support when needed 
  • Ability to work independently and as part of a team 
  • Confidentiality, tact and diplomacy 
  • Commitment to self-improvement, both individually and within the team 

Qualifications 

Essential 

  • The right to work in the UK
  • English and Maths GCSE at level C/5/equivalent or above, or demonstrable experience in a similar role

Desirable 

  • CIPD qualification
  • IEAA qualification
  • Formal ISO systems training
  • Workplace First Aid
  • Mental Health First Aid
  • Any other relevant qualifications related to the role

If you think you have what it takes, but don’t necessarily meet every single point on the job description, please still get in touch and apply. We’d love to have a chat and see if you could be a great fit with the Kinewell Team 

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