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Details:

POSITION: Office Manager

SALARY: £32,000-£34,000 p.a.

CONTRACT TERM: Full time, 6 month contract initially

REPORTING TO: Acting CEO

DIRECT REPORTS: 1 x Finance Manager

OVERVIEW

Peterborough is an exciting, aspirational and cosmopolitan city with a diverse economy of major companies and innovating SMEs. It is one of the fastest growing cities in the UK and has big plans for the future.

Opportunity Peterborough is the city’s economic development company. We’re dedicated to our mission to support growth across the city, improving economic prosperity, job opportunities and life chances for those who live in and work here. We do this by engaging with local companies to support growth and development, by marketing Peterborough to attract new businesses and by playing a leading role in the city’s skills agenda to ensure our current and future talent pool is work-ready.

We’re looking for exceptional, dynamic people to join our small but impactful team and help us make Peterborough an even greater place to live, work, and do business.

PURPOSE OF THE ROLE

A well-run office is the bedrock of any business. At Opportunity Peterborough we aim to create the optimum environment in which our city’s businesses can thrive. In the role of Office Manager you will be responsible for creating that enabling environment internally, to allow the team to function as efficiently and effectively as possible and deliver maximum results for the city.      

KEY RESPONSIBILITIES

Ensure the effective and efficient day to day running of the office, providing support around HR and finance functions as required.

Work with the OP team to ensure that systems meet the operational requirements of the company, and are adhered to.

Office Management

• Day-to-day management ensuring the smooth running of the office including ordering of office supplies, providing an initial point of contact for correspondence, and ensuring that all equipment is in sound working order, liaising with IT and the landlord as necessary.
• Ensuring that the office space is well maintained, clean and tidy.
• Preparing paperwork, rooms and refreshments for meetings.
• Manage and facilitate all necessary administrative support for Board meetings, including minute taking.
• Supporting the Acting CEO on an ad hoc basis.
• Maintaining and overseeing the shared filing systems.

Finance

• Working with the Finance Manager to ensure the timely completion of processes and reporting.
• Liaising with the auditors regarding the preparation of forecasts and budgets for the Senior Management Team, Acting CEO and Board.
• Sound knowledge of VAT.
• Implementing and managing a budget control system.
• Liaising with external providers regarding Company’s payroll and pensions.

Human Resources

• Provide day-to-day management of the human resources function within the office, including the onboarding of new starters.
• Ensure effective processes and procedures are in place to manage personnel issues (e.g. file updates, probationary period notifications, Personal Development Reviews etc).
• Ensure that all HR related company documentation including contracts of employment, staff handbook, policies, and procedures are reviewed regularly and are kept in line with changing employment legislation.
• Ensure the company’s processes for selection and recruitment are undertaken appropriately and that the company’s obligations with regard to employment law are met.
• Act as the first point of contact for any issues on health, safety and fire issues, including acting as the nominated company Fire Marshall and First Aider.

Person Specification

• Ability to effectively manage office administration, including the implementation and maintenance of effective systems, processes, and procedures.
• Experience of dealing with HR administration, and financial operations and reporting.
• Attention to detail and well-organised approach to record-keeping.
• Good analytical and problem solving ability.
• Ability to work under pressure, to tight deadlines, and balance conflicting priorities.
• Experience of managing staff to deliver a high level of service.
• Proactive team player with excellent interpersonal skills.

TO APPLY

Please send your CV with a cover letter expressing your interest in working for Opportunity Peterborough and detailing how you think you would fit the role, to:

Email: tom.hennessy@opportunitypeterborough.co.uk

Post: Tom Hennessy, Opportunity Peterborough, 1^st Floor, Allia Future Business Centre, Peterborough, PE2 8AN

For any queries relating to the post, please call 01733 317417

Closing date for applications: 17^th October 2018

Interviews to be held w/c: 29^th October 2018

Appointments will be made by fair and open processes, taking account of equal opportunities.