Office Operations Manager (6 Month Contract)

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  • Job Reference: PR/000534
  • Job Title: Office Operations Manager (6 Month Contract)
  • Location: London
  • Basic Salary Range: Up to £44,000 + Package
  • Job Type: Contract
  • Posted 2 years ago
  • This position has been filled

Our client, a charity whom have been established over 100 years are now looking for this role on an initial 6 Month contract to be responsible for the long- and short-term planning, implementation and high-quality delivery in relation to IT, facilities, health and safety and admin related aspects of the organisations work and its local environment.

 

Key relationships

  • Education Support Partnership staff
  • External suppliers
  • IT support Company
  • Landlord/property management organization
  • Director of Resources
  • Risk and Compliance sub-committee

 

Duties and Responsibilities

Office

  • To ensure all organisation assets are recorded and maintained to a high quality, ensuring compliance with health and safety and legal requirements, with appropriate insurance and annual maintenance in place
  • To manage any refurbishments, renovations and office moves to ensure they run smoothly, according to plan, within budget and in line with legislation
  • Facilities management for the offices, including being first point of contact for the landlords, tenants and managing agents
  • Liaise with suppliers, research the procurement of goods and services and arrange the provision of office materials and equipment (stationery, cleaning products, copier supplies etc.)
  • To organise, manage and review external services such as cleaning, recycling and waste, security and air conditioning managing supplier performance through the use of SLA’s.
  • To negotiate maintenance agreements in conjunction with the director and ensure all maintenance agreements are regularly reviewed and kept up to date
  • To ensure adequate security arrangements are in place for the premises and all security systems are regularly checked
  • Respond to emergency situations or other issues in relation to facilities, health and safety and premises
  • To be the main point of contact on H&S issues, acting as the Subject Matter Expert (SME) within organisation, providing regular updates to the Board regarding compliance matters
  • To ensure health and safety policies and procedures are in place, updated and in line with legislation; and implemented across the organization
  • Develop and maintain a suite of policies and procedures for the organization appropriate to all its services and business activities
  • To act as the SME in GDPR and data protection, and as such
    • raising Data Protection breaches and / or concerns at Board level to ensure organisation remains compliant
    • Providing reports and updates to the Board and Risk and Compliance sub-committee
    • devise and manage a program of awareness raising and training to develop a data privacy culture within Education Support Partnership
    • inform and advise on changes of Data Privacy laws and implications to business processes
    • review Data Privacy clauses in client and supplier contracts, escalating to lawyers
  • To be responsible for the effective control of the facilities and admin budget
  • Management of the day to day office support, including line management of the Administrative Assistant

IT

  • Responsible for managing the contract and relationship with our IT support provider
  • To be responsible for effective on-site IT services
  • To trouble shoot any IT issues and escalate to IT support provider where necessary
  • To collate and analyse IT service desk reports
  • To support the Director in any IT development projects
  • Any other reasonable duties as required

These duties must be carried out with due regard to Equal Opportunities Policy, Health & Safety procedures and undertake duties in line with the charity’s, and other relevant, codes of practice.

 

Skills and Attributes

  • Solid IT skills including Word, Excel and email
  • Ability to negotiate and influence internal and external stakeholders
  • Has a hands on approach but comfortable with working strategically
  • Strong analytical and critical thinking skills
  • Ability to work effectively as a team member or on own initiative
  • Detail orientated, highly organised with an ability to work to deadlines
  • Good written and spoken English

Knowledge and Experience

Essential

  • Experience of managing property and IT related contracts at a senior level
  • Expert knowledge of Microsoft Office, especially Excel
  • Detailed Knowledge of H & S legislation and applying it practically
  • Detailed knowledge of GDPR and data protection
  • Ability to quickly become a key member of a busy organisation
  • Experience in property/facility management

Desirable

  • H & S qualification
  • Experience working for a non-profit
  • Interest in the education sector

Apply now by sending your cv to cv@maxwellstephens.com or clicking ‘apply now’