Warning
Mae'r hysbyseb swydd hon wedi dod i ben ac mae'r ceisiadau wedi cau.
Office Manager
| Dyddiad hysbysebu: | 20 Awst 2024 |
|---|---|
| Cyflog: | £30,000 bob blwyddyn |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 19 Medi 2024 |
| Lleoliad: | Crawley, West Sussex |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Clearwater People Solutions Limited |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: |
Crynodeb
Reports to: Managing Director
The Role
Key Responsibilities and Duties include:
Overall
• Assist the MD and other shareholders with office and building queries.
• Manage the office and IT requirements effectively at all times.
• Assist in providing an active and effective contract compliance service.
• Produce, review and roll out any business and IT changes to the office.
General
• Manage the office inbox and personal inbox, passing on emails to the relevant persons in a timely manner.
• Manage the holiday calendar, highlighting any conflicts/ dates that have a high number of absentees which may affect business continuity.
• Arrange meetings for and other personal assistance requests from the MD.
• Collate 1-2-1 forms and scan in a timely manner.
• Prepare monthly management meetings, minuting and collating issues raised.
• Ensuring that health, safety and fire protocol is are up to date and you are aware of building access and exit points.
• Manage parking queries and overall office parking management.
• Assist with office IT issues/queries as needed.
• Manage the Clearwater website and be responsible for the marketing of Clearwater Social Media applications, ensuring they are professional, easy to navigate and provide essential and attractive information to viewers.
• Achieve ad-hoc projects and goals as set by the MD.
Reporting
• Prepare the Sales monthly presentation; taking responsibility for its development and figures in a timely manner and to a high standard.
• Report live requirement figures, call stats from across the business weekly.
• Collate and report business deals in the Friday weekly email to all staff.
• Report on InTime Timesheet submissions weekly.
• Report on LinkedIn Recruiter usage weekly.
• Conduct a perm and contract deal check weekly.
• Report Broadbean stats monthly, highlighting any issues with job boards and proposing alternative advertisement opportunities where available.
Bullhorn
• Manage the Bullhorn database, pulling reports as figures as needed.
• Conduct checks on Bullhorn for correct usage and on TOB from Bullhorn, highlighting any issues to senior management and individuals responsible.
• Manage the office systems, Bullhorn and frameworks, researching, highlighting and proposing database alternatives where available.
Purchasing
• Ordering stationery and IT equipment, birthday & work anniversary gifts.
• Purchasing office consumables; milk, fruit weekly.
• Purchase and present awards and other ad-hoc needs, supporting the MD during this monthly meeting.
• Manage the office budgets, highlighting and proposing ways to be more cost-effective and save the business costs short and long term.
Work Events
• Booking transport and accommodation and general organisation of company events and conferences, presenting event proposals and filing invoices.
• Being the Company point of contact and professional throughout.
• Job Fair set ups.
Compliance
• Assisting in the training of a compliance assistance where available.
• Where otherwise required and also in any compliance assistants absence, provide an active and effective overall Account Management compliance service for all clients and candidates.
• Answering incoming calls to the desk and uploading roles and CVs to our Bullhorn database, portals and tracking systems.
• Assisting all business functions with term changes, queries from clients, amendments to general terms or rebate requests.
• Ensure candidate and client information is up to date, vetting and chasing compliance.
• Keeping trackers up to date.
• Being aware of and keeping Clearwater in line with up to date contractual legislation at all times.
Starters and leavers
• Support the onboarding new starters into the business via office supplies, desk set ups, system and password set ups.
• Support the offboarding of leavers in the business, shutting down profiles and liaising with external IT company to ensure a timely end to their access.
Marketing
• To produce marketing material as requested by Sales & Account Managers.
• To produce & action post for Social Media.
• To analyse data from all social media platforms, website and google analytics
• Updates to the company website
IT
• To assist all staff with IT equipment issues, liaising with external IT company if you are unable to resolve independently.
• Ordering and setting up new office IT supplies.
Accounting
• Sales and pay invoices
• Contractor run
• New client set ups on InTime
• Tracking delivery deals
• Umbrella set ups
• Payment queries.
PA
• Dairy management & other ad-hoc tasks for the MD.
Person Specification – experience and attributes:
• Able to demonstrate initiative and motivation, displaying trust and loyalty
• Able to commit to assigned tasks in an assertive, efficient and timely manner
• Discretion: you will often learn of confidential and HR matters
• Good interpersonal skills, demonstrating professionalism
• Adaptability, initiative and problem solving skills
• Confident in communication both written and verbal, negotiation and relationship-building
• Organisational and IT skills
• Evidence of interest in, and commitment to, the success of the firm
• The flexibility to work outside normal office hours from time-to-time
• Understanding of and commitment to Clearwater values
• Leadership of the office and the ability to ‘make things happen’
The Role
Key Responsibilities and Duties include:
Overall
• Assist the MD and other shareholders with office and building queries.
• Manage the office and IT requirements effectively at all times.
• Assist in providing an active and effective contract compliance service.
• Produce, review and roll out any business and IT changes to the office.
General
• Manage the office inbox and personal inbox, passing on emails to the relevant persons in a timely manner.
• Manage the holiday calendar, highlighting any conflicts/ dates that have a high number of absentees which may affect business continuity.
• Arrange meetings for and other personal assistance requests from the MD.
• Collate 1-2-1 forms and scan in a timely manner.
• Prepare monthly management meetings, minuting and collating issues raised.
• Ensuring that health, safety and fire protocol is are up to date and you are aware of building access and exit points.
• Manage parking queries and overall office parking management.
• Assist with office IT issues/queries as needed.
• Manage the Clearwater website and be responsible for the marketing of Clearwater Social Media applications, ensuring they are professional, easy to navigate and provide essential and attractive information to viewers.
• Achieve ad-hoc projects and goals as set by the MD.
Reporting
• Prepare the Sales monthly presentation; taking responsibility for its development and figures in a timely manner and to a high standard.
• Report live requirement figures, call stats from across the business weekly.
• Collate and report business deals in the Friday weekly email to all staff.
• Report on InTime Timesheet submissions weekly.
• Report on LinkedIn Recruiter usage weekly.
• Conduct a perm and contract deal check weekly.
• Report Broadbean stats monthly, highlighting any issues with job boards and proposing alternative advertisement opportunities where available.
Bullhorn
• Manage the Bullhorn database, pulling reports as figures as needed.
• Conduct checks on Bullhorn for correct usage and on TOB from Bullhorn, highlighting any issues to senior management and individuals responsible.
• Manage the office systems, Bullhorn and frameworks, researching, highlighting and proposing database alternatives where available.
Purchasing
• Ordering stationery and IT equipment, birthday & work anniversary gifts.
• Purchasing office consumables; milk, fruit weekly.
• Purchase and present awards and other ad-hoc needs, supporting the MD during this monthly meeting.
• Manage the office budgets, highlighting and proposing ways to be more cost-effective and save the business costs short and long term.
Work Events
• Booking transport and accommodation and general organisation of company events and conferences, presenting event proposals and filing invoices.
• Being the Company point of contact and professional throughout.
• Job Fair set ups.
Compliance
• Assisting in the training of a compliance assistance where available.
• Where otherwise required and also in any compliance assistants absence, provide an active and effective overall Account Management compliance service for all clients and candidates.
• Answering incoming calls to the desk and uploading roles and CVs to our Bullhorn database, portals and tracking systems.
• Assisting all business functions with term changes, queries from clients, amendments to general terms or rebate requests.
• Ensure candidate and client information is up to date, vetting and chasing compliance.
• Keeping trackers up to date.
• Being aware of and keeping Clearwater in line with up to date contractual legislation at all times.
Starters and leavers
• Support the onboarding new starters into the business via office supplies, desk set ups, system and password set ups.
• Support the offboarding of leavers in the business, shutting down profiles and liaising with external IT company to ensure a timely end to their access.
Marketing
• To produce marketing material as requested by Sales & Account Managers.
• To produce & action post for Social Media.
• To analyse data from all social media platforms, website and google analytics
• Updates to the company website
IT
• To assist all staff with IT equipment issues, liaising with external IT company if you are unable to resolve independently.
• Ordering and setting up new office IT supplies.
Accounting
• Sales and pay invoices
• Contractor run
• New client set ups on InTime
• Tracking delivery deals
• Umbrella set ups
• Payment queries.
PA
• Dairy management & other ad-hoc tasks for the MD.
Person Specification – experience and attributes:
• Able to demonstrate initiative and motivation, displaying trust and loyalty
• Able to commit to assigned tasks in an assertive, efficient and timely manner
• Discretion: you will often learn of confidential and HR matters
• Good interpersonal skills, demonstrating professionalism
• Adaptability, initiative and problem solving skills
• Confident in communication both written and verbal, negotiation and relationship-building
• Organisational and IT skills
• Evidence of interest in, and commitment to, the success of the firm
• The flexibility to work outside normal office hours from time-to-time
• Understanding of and commitment to Clearwater values
• Leadership of the office and the ability to ‘make things happen’