Office Manager
Salary: £30k to £34K (Dependent upon experience)
Type of Contract: Permanent
Hours: Full- time, 08:30am–16:30pm/09:00am–17:00pm
Location: Southampton office based. There could be the need to travel to our other regions offices on a rare occasion for events. (PBS4operated in Hampshire, Isle of Wight, Dorset, Berkshire, Oxfordshire, and Somerset)
**Driver Preferred**
About the role:
Your responsibility as office manager is to oversee the administrative activities that facilitate the smooth running of the office, organising people, information, and other resources. You will oversee the Business Enablement Team and ensure the Senior Leadership Team and Operational
teams are facilitated from an administrative focus, whether that be supporting with data for audits and reports, taking minutes and preparing meeting agendas, to organising meeting rooms and arranging travel. You will ensure that office equipment is maintained to the appropriate quality and quantity, ensuring relevant records are up to date and all administrative processes work effectively. You will review processes and ways of working to promote efficiencies, automation, and effective internal communication.
As an office manager, you will need to:
- Use a range of software, including email, spreadsheets, and databases, to ensure the efficient running of the office
- Experience of SharePoint, Employment Hero and Nourish would be advantageous, although not essential. A high level of Excel is essential for this position.
- Manage online filing systems.
- Develop and implement new administrative systems and processes to streamline our daily operations and ways of working, improving efficiency and reducing manpower required. Making the most of our systems.
- Accurately record office expenditure and provide accurate returns to the finance team.
- organise the office layout and maintain supplies of stationery and equipment.
- sourcing best value supplies for teams – benchmarking cost and quality.
- Maintain the condition of the office and arrange for necessary repairs.
- Maintain an inventory of all stock and ensure this is regularly monitored.
- Organise meetings, this may include typing the agenda and taking minutes as well as setting up screens, live links and microphones
- Carry out supervisions and appraisals for direct reports.
- Delegate work to team members to ensure deadlines are met and that the workload is evenly distributed for efficiency.
- Promote staff development and training.
- Provide data required for senior management reports.
- Respond to customer enquiries
- Review and update health and safety policies, alongside HR and ensure they’re observed in and around the offices.
- Check that data protection laws are being adhered to in relation to the storage of data, and review and update policies.
- Arrange regular testing for electrical equipment and safety devices.
- Attend meetings, conferences and training when required.
- Occasionally support with social media for your Organisation if required
- Coordinate our IT asset register, arrange for computer equipment and mobile phones to be
fixed or replaced, where we are unable to troubleshoot internally
Why work for us?
• Be listened to and have your direct experience and expertise valued
• Have training opportunities that enhance your career development
• Benefits include: 29 days annual leave (pro rata), rising to 30 days annual leave (pro rata) as of the 1st April, following your 1-year anniversary with PBS4., in-house paid induction training followed by 12 weeks blended e-learning, coaching, and mentoring. Additional training opportunities following probation, Legal & General company pension, employee recognition scheme and access to various other benefits through our Employee Assistance Programme. Refer a friend and receive £300.00 for every successful person you refer.
About PBS4
PBS4 is a values led social care organisation, providing Neurodisability Services to individuals with Learning Disabilities, Autism and/or behaviours that may challenge. We support people living in their own homes, with their own tenancies, and we utilise Positive Behaviour Support as the Famework for the support we provide. We are a medium-sized organisation supporting people across Hampshire, Isle of Wight, Dorset, Berkshire, Somerset, and Oxfordshire and with a workforce of around 450 employees and rapidly growing. The people we support overcome huge challenges every day to achieve exciting things. Some may be big, some may be smaller, but we are committed to celebrating all of these! We are committed to leading by example in how 21st Century clinical support for people with learning disabilities should look. We aim to raise the bar of Positive Behaviour Support in social care!
Be the change!
People with learning disabilities should have the same right to an ordinary life as anyone else. If you are passionate about utilising your administrative skills in order to ensure the people we support achieve the life they deserve, then a career with PBS4 is the career for you. We want to create new ways of working, led by passion and drive for doing what is right, and promote innovation from
our teams. Join us on our mission to disrupt social care!
