Office Manager

Posting date:	26 January 2026
Hours:	Full time
Closing date:	23 February 2026
Location:	BT3 9JH
Company:	Mitie
Job type:	Permanent
Job reference:	89482

Summary

Job objectives and responsibilities

Main Job Function

· To provide comprehensive administrative, HR, payroll, and recruitment support to the Security Team at Belfast City Airport. The role ensures accurate scheduling, compliance with Mitie and aviation standards, and the smooth running of all office-based functions. The Office Manager acts as a central

coordination point for staff, managers, and external partners, supporting the delivery of a safe, efficient, and professional security operation.

Main duties

Payroll, Pay & Scheduling

· Ensure payroll information for security staff is accurate and timely submission using WP+

· Manage monthly payments, allowances, overtime, and other pay-related adjustments.

· Maintain attendance records, shift changes, and timesheets, WP+

· Support roster creation, updates, and publication using internal scheduling systems.

· Liaise with Finance and HR to resolve payroll queries.

HR Administration

· Record and track sick lines, return-to-work documentation, and absence records.

· Support managers with bereavement notifications and associated HR processes.

· Assist with general HR issues, escalating to HR Business Partners where appropriate.· Maintain confidentiality and ensure compliance with GDPR and Mitie policies. · Support onboarding and offboarding processes for security personnel.

Recruitment

· Coordinate recruitment activity through the recruitment team and the Mitie eArcu system.

· Track candidate progress, schedule interviews, and manage communication with applicants.

· Support vetting and background checks in line with airport security requirements.

· Prepare onboarding documentation, access requests, uniform orders, and induction materials.

· Maintain accurate recruitment records for audit and compliance purposes. Administration & Office Support

· Maintain personnel files (P-Files) in line with GDPR and aviation security standards.

· Provide administrative support to the Security Management Team, including reports and documentation.

· Manage office supplies, equipment, and general administrative tasks.

· Support incident reporting, compliance logs, and operational paperwork.

· Ensure all documentation is stored, updated, and archived correctly. Diversity and Equal Opportunities:

· To value and respect your colleagues and members of the public regardless of their background.

· To cooperate and contribute to measures introduced by the client or Our company, to ensure equality of opportunity and encourage diversity.



Person Specification



Competences:

· Excellent written and verbal communication skills

· Excellent interpersonal skills

· Attention to Detail

· Organisation & Time Management

· Communication Skills

· Confidentiality & Professionalism

· Problem-Solving

· Teamwork & Collaboration

· Customer Focus

· Adaptability & Flexibility

· IT Literacy (Microsoft Office & internal systems)

· Compliance & Process Awareness

Minimum Required:

· Experience in administration, office management, or HR support

· Strong organisational and time-management skills.

· Good IT skills, including Microsoft Office.

· Ability to handle confidential information professionally.

· High attention to detail, especially with payroll and scheduling.

· Strong communication skills and ability to work with multiple stakeholders.

· Willingness to undertake further training and development.

· Previous management experience

· Leadership skills

· Customer focused.

· Previous experience of training and development

Additional Information

· Flexibility may be required to support operational needs.

· The role is subject to airport vetting and security clearance.

· Occasional attendance at training, meetings, or audits may be required.

· SIA licence, minimum of SG licence will be required for role. Our Values & Behaviours

· We are one Mitie: collaborative, supportive, and committed to shared success.

· We are built on integrity: trustworthy, reliable, and professional.

· We go the extra mile: proactive, solutions-focused, and customer-driven.

· We are experts in what we do: delivering accuracy, compliance, and operational excellence.

· We have a can-do attitude: adaptable, positive, and ready to support the team.



Health and Safety responsibilities

· Follow Group and company policies and procedures at all times.

· Report any apparent deficiencies in systems of work or equipment provided that may result in failure of

service delivery or risk to health and safety or the environment.

· Use all work equipment and personal PPE properly and in accordance with training received.

· Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;



Information Security

· Ensure compliance with Mitie's and Clients information security procedures in all activities.

· Proactively identify and report security risks to your manager.

· Report actual and suspected security incidents;