Office Manager

Weightmans is a Top 45 law firm with offices throughout the UK. Having been recognised as the leading legal employer at the annual Britain's Top Employers awards and achieved record rankings in Chambers UK 2017, we are immensely proud of the work we carry out for our clients and the culture we provide to our people.

Our Project & Facilities team supports both Weightmans' strategic projects and also its central procurement and facilities processes.

The Office Manager is responsible for the efficient functioning of the office through a range of administrative, financial and managerial tasks. The Office manager's role is to ensure the smooth running of the office on a daily basis and will be  responsible for the delivery of all of the following;

Responsibility for the delivery of all support services

• Reception

• Services refreshments both for Client and Internal meeting and functions

• Post
• Reprographics
• Archive

This will require the management and scheduling of a team of 4 multi disciplined staff to meet the varying loads required throughout the day

Responsible for overseeing Health and Safety for site

• Working closely with Head of Facilities to ensure the Health and Safety of site is managed and compliant

• Carry out risk assessments

• Attend quarterly Health and Safety meetings (travel may be required)

Budgets

• Working closely with the Head of Facilities who will have sign off authority - create budgets for all areas within responsibility

• First line approval of all spends - second line being the Head of Facilities

Statutory compliance

• Ensure statutory compliance in all required areas within scope of responsibility

Service Levels

• In conjunction with Head of Facilities and ROH develop and agree service provision and levels within all areas of responsibility

Process and Procedures

• In conjunction with the Head of Facilities develop, implement and maintain documented processes to deliver the agreed service levels within all areas of responsibility

Primary Contact / Help desk

• Main contact and issue manager for all issues raised by the sites within scope of responsibility - escalation is to Head of Facilities.

Reporting

• To meet weekly with the Head of Facilities. Date, agenda and reports to be agreed.

• To produce monthly reports for issue to the Head of Facilities. These will be used for Board reporting. Date, agenda and reports to be agreed

Procurement

• Day to day administration & management of contracts / suppliers liaising with Contracts Manager as required

• Requests for additional purchases outside of agreed contracts to be agreed with Head of Facilities for approval prior to ordering.

Property

• To manage day to day issues with properties management agent(s) but ensuring Head of Facilities - who has overall responsibility for all properties is kept fully informed.

Some examples - but not exhaustive:

• Work closely with site ROH to deliver agreed service levels and support day to day running of the site.

• Create and maintain office environment in line with our vision and values.

• Optimise use of space within each office.

• Provision and maintenance of security within site.

• Role in disaster planning.

Provision of service to Procurement of:

• Goods receiving

Maintenance of the Property

• First point of contact for issues

• Liaise with Head of Facilities to determine resolution route

• Other areas as required.

This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.

The office manager will have the following skills and experience;

• Experience of development, management and operation of administrative systems and ICT packages including Microsoft Office software

• Excellent organisational and time management skills

• Ability to lead and manage other staff

• Ability to fulfil all spoken aspects of the role with confidence.

• Knowledge and understanding of managing people

• Ability to work under pressure and meet conflicting demands within deadlines

• Ability to communicate effectively at all levels

• Flexible and positive approach to change

• Willing to work as part of a team

• Professional and customer service orientated

• Ability to maintain a high level of confidentiality and discretion at all times

• Team player

• Previous experience in a receptionist role is preferred

• Polite, professional and enthusiastic manner

• Good knowledge of sign language would be an advantage

Please note:

• Any reference to experience or PQE in our adverts or job descriptions is to be used as a guideline only. We welcome applicants from all backgrounds and with different levels of experience who can demonstrate that they fulfil the requirements of the role.

• The successful candidate appointed to this role will be subject to our standard background checking process, and any offer of employment made is conditional upon successful completion of those checks. Further details can be obtained from the Recruitment team.