Office Manager

Posted 6 April by Jobseekers Recruitment Services Easy Apply

Our clients, based in Yeovil, are recruiting for an Office Manager on a full time, permanent basis.

Purpose of Role:

To ensure the smooth day to day running of the office and effective supervision of the Office
Assistant in support of the administration function, supporting the Firms Mission Statement (see below) and reinforcing the Firms agreed values of Commerciality, Aspiration, Fairness, Motivation, Commitment and Accountability".

Helping our clients to achieve the best legal solutions by understanding them and their needs and providing effective support and decisive action.

Key Accountabilities:

Ø Ensure effective supervision of the office administration department, ensuring the smooth day to day running of both Yeovil sites
Ø Develop and supervise the Office Assistant; take responsibility for their SDPR
Ø Proactively work to solve problems on staff related issues wherever possible, liaising with the HR Department or Office Head where necessary
Ø Proactively manage all office facilities and liaise with suppliers/contractors where necessary, in conjunction with the Facilities Supervisor where appropriate
Ø Manage and oversee access control of Telford House and ensure administration team are competent with processes in relation to access eg security, fire drills etc
Ø Pre-empt changes that may be required with the air conditioning system ensuring proper maintenance and directing problems to the relevant contractor
Ø Identify issues that pertain to cleaners and find solutions, liaising with the cleaning supervisor
Ø Prepare, oversee and assist with in-house corporate events and internal hospitality
Ø Responsible for the smooth running of both Yeovil receptions ensuring adequate cover and a first class client service
Ø Ensure incoming cash and cheques are dealt with promptly
Ø Ensure cheques and letters are accurately collated for posting
Ø Oversee prompt and effective distribution of bills to the Legal Advisors
Ø Responsible for the petty cash float
Ø Pro-actively manage the local Health and Safety function liaising with the Facilities Supervisor; ensure a proper level of awareness around office Health & Safety eg PAT testing and work station assessments, taking the lead and identifying any action to be taken
Ø Ensure all files are archived in accordance with the Firms procedures
Ø Effectively supervise and oversee safe deeds and wills storage
Ø Delegate tracking and compilation of sickness records, raising reports for Management promptly
Ø Undertake training as directed by the HR, Reception Supervisor or Office Head
Ø Comply with the Firms compliance and quality management standards and procedures
Ø Conduct any other duties commensurate with the position that may be required
Ø Promote a professional image of the Firm at all times and be knowledgeable about the services Porter Dodson offers
Ø Uphold the Firms values as outlined in the Mission Statement

Key Competencies:

Knowledge:
Ø Data inputting
Ø Microsoft Office; Outlook
Ø Basic book-keeping

Skills:
Ø Good written/verbal communication
Ø Strong organisational skills
Ø Supervisory skills
Ø Numeracy

Behaviour:
Ø Strong interpersonal skills
Ø Enthusiastic and pro-active
Ø Team player with a can-do attitude

Required skills

  • Communication
  • Supervisory
  • Proactive
  • Health & Safety
  • Facilities

Reference: 34849619

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