Operations Manager

Job content

We are a dynamic rapidly expanding company based in Ringwood. Due to our on-going success, we have created the role of Operations Manager to provide efficient and effective management of the administrative function, and organisational / logistical service to the Directors.

We are looking for an individual to join our office team who has extensive experience of managing and developing office administration systems and people in a fast-paced work environment. You will also be highly organised, always looking to exceed expectations, have excellent communication and IT skills.

Main duties and responsibilities

Board Secretary

• Compile the agenda for partnership meetings i.e., management / financial etc.
• Convene, attend, participate in and be responsible for the minutes of meetings when required.
• Organise and participate in staff meetings.
• Arrange confidential Board matters (i.e., mortgages, agreements, partners’ salaries, partnership contracts and retainers)

Support to the Directors

• Provide a high quality secretarial and organisational support service.
• Effective management of the electronic diary, assessing priority of appointments and reallocation, as necessary.
• Providing support for an extensive range of meetings. This will include preparing agendas, pre-meeting briefings and meeting papers, noting action points and following them up.
• Word processing correspondence, memos and reports from written copy or audio tape and preparing presentations.
• Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to deal with queries.
• Sorting, distributing, and responding or drafting responses to incoming mail in a timely and efficient manner.
• Organising and maintaining effective filing systems.
• Acting as a key liaison point between the senior managers and other key parties, setting up meetings as appropriate and maintaining good communications.

Human Resource Management

• Develop and maintain personnel information and administrative systems.
• Co-ordinate with the HR providers to provide relevant staffing information as requested.
• Process all new starters and assist in the induction of all new staff.
• Maintain adequate relief administrative staff to cover holidays or absence.
• Respond to any staff queries for personnel information.
• Co-ordinate the process of probationary and annual appraisal system ensuring that:
• Relevant dates are recorded, and papers are issued in good time.
• Appraisal forms are collated, and training needs recorded in order to develop and maintain personalised training plans.

General Management

• Ensure compliance with all statutory and legal regulations.
• Ensure that the Company is complying with Health and Safety legislation
• Effect and maintain Company insurance policies; public and third-party liability, employers’ liability, premises and equipment.
• Ensure security of personnel and property.
• Oversee management of the premises ensuring that the building is maintained to provide appropriate working conditions relating to access, temperature, seating, lighting, storage (on and off-site) cleaning etc. to include maintaining a good working relationship with our managing agents and liaising with other occupants of the building as necessary.
• Manage and maintain the office environment and kitchen equipment, including computers, and ensuring general office tidiness and assisting with and implementing space planning proposals.
• Arrange systems management of the computer, all aspects of training, development, applications and integration.
• Deal with correspondence/e-mails etc.
• Ensure the smooth running of the telephone system and reception service, arranging for appropriate cover where necessary.
• General office administration and reception cover if necessary.

Finance & Accounts

• To take overall responsibility for monitoring expenditure
• Prepare and fully cost all tenders for external contracts.
• Advise on appropriate salary scales for staff.

Central Point for Information, Advice and Support

• Act as the first point of contact for staff relating to policies and practices.
• Act as the first point of contact in relation to all office management, personnel and IT enquiries.
• Take a pro-active approach in advising the senior management team on statutory changes and developments in best practice, in all three areas.

Entertaining and Social

• Organise any public relations exercises with outside agencies or visitors to the Company.

Confidential Matters

• Deal personally with any confidential matter about the Company or the Directors as well as reports to any official or professional body.
• Proofread all reports sent from the Company to ensure they accord with Company guidelines and are grammatically correct.

Personal Accountabilities

The post holder may be required to perform work that is not specifically referred to above as may reasonably be required and which is commensurate with the post. The job description will be subject to periodic review to ensure that it accurately reflects the duties of the job.

With the support of their line manager, the post holder will be expected to develop individual work plans and contribute to team and organisational planning. These will be discussed on a regular basis with their line manager to agree measures of success and performance in line with team needs and personal aspirations.

These are the normal duties which the Company requires from you at the date of your appointment. You may be required to carry out any task which the company might reasonably request within the employee’s capability and qualification. It may be necessary for changes to be made to these duties in accordance with the needs of the job and the organisation. Any changes will be made in consultation with you.