Office Manager

Summary:

We are looking for an office manager with experience within a corporate setting to join the company and make their mark! They will be responsible for the admin department ensuring the team is working in symmetry and all corporate events are planned and executed well. They will also, as the designated Location Manager, be responsible for the ‘day to day’ HS&E management of the office and for staff and visitors working there (including any contractors and other parties).  In addition, they will support the QHSE Coordinator function.

Job Description:

Location (HS&E) Management

• Provide a safe workplace with suitable welfare facilities, and where necessary bring any concerns to the attention of the building manager. 
• Work to ensure a safe, secure, and well-maintained facility that meets current health, safety, security and environmental standards.
• Promote HS&E awareness and energy efficiency within the office location and act as a point of contact for feedback, comment, suggestion and discussion on local HS&E matters raised by staff.  Engage staff in local office meetings where they can be consulted and encouraged to participate in discussions.
• From identified areas for improvement and recommended actions from an annual management reviews, establish local HS&E objectives and KPIs, and develop the office’s QMS Action Plan.
• Implement arrangements for dealing with a fire, first aid or other emergency event and ensure that all staff are familiar with the requirements and that they are regularly tested.
• Ensure that the identity of First Aiders and Fire Wardens are made clear to all staff at the location.
• Ensure the required number of staff are trained for the following: Fire warden, Automated external defibrillator training, First aid at work, Manual handling training, Evac chair.  Maintain an up-to-date training matrix and evidence of competency.
• Arrange for workplace inspections and facilities meetings in liaison with the key local duty holders on at least a quarterly basis and arrange for records of inspections and minutes of meetings to be made.
• Maintain a Location Management File, including all necessary safety, health and environment information, operating and maintenance instructions, and statutory inspection certificates relating to the areas of the building, the services and the office work equipment used by staff.
• Ensure that an assessment of the HS&E risks is carried out, and that all opportunities are taken to eliminate hazards and reduce risks. Undertake and regularly review (at least annually) risk assessments for the facility and communicate the results to those who need to know.
• Implement arrangements to improve the local Green Office score.
• Arrange for HS&E induction training to be given to new starters and relocated staff.
• Address actions arising from HS&E inspections, incidents, internal and external audits, reports, assessments, staff feedback, meetings, reviews and any other issues that could affect the HS&E related performance of staff working at the location. Record in the Location Management Action Plan and promptly address any actions and verify that the specified actions as recorded have been adequately taken and closed out (sign off).
• Immediately inform the HS&E Manager of any health, safety or environment legislative breaches, any proposed inspections by an enforcing authority or any related complaints received from an external source;
• Arrange for Display Screen Equipment (DSE) workstation assessments to be carried out for new staff and also after significant changes to workstations, the individual or when concerns are raised.  This shall include all workstations used by the member of staff.
• Ensure that contractors or other parties carrying out work within the office provide evidence that they are competent, have completed an appropriate risk assessment, that staff are made aware of the risks and control measures, and that the Vendor (or other party) receives an induction, permit to work and sufficient information about the premises and the activities undertaken there to organise their own work in a safe and environmentally friendly manner.
• Implement and review annually the Emergency Preparedness Plan, the Environmental Impacts and Aspects Assessment and Legislation Register.
• Attend internal and external audits, as required, and review the suitability of proposed corrective and preventive measures.  Assist with the preparation of external audits/ assessment/ surveillance.
• Consider planned changes to the business and foreseeable unintended events which could impact on HS&E performance of the location.
• Monitor, record/analyse monthly records of paper, waste, utility use (electricity, gas and water) information as it relates to CO2 emissions and routinely update the QHSE Administrator.

QHSE Co-ordinator

• Support the implementation of QHSE system management;
• Act as a local point of contact for QHSE related matters and promote the QHSE function/ethos;
• Ensure that IMS Policy and supporting material is appropriately displayed and visible to staff;
• Manage and maintain management system records held in the QHSE File;
• Support the identification and achievement of QHSE related initiatives/objectives, such as Kaizen and Areas for Improvement;
• Co-ordinate and provide QHSE related input into management meetings (local and corporate);
• Maintain records of customer feedback (positive/negative) and associated actions;
• Promptly co-ordinate the closure of NCR corrective and preventive actions (internal/external);
• Monitor audit performance to identify emerging trends and locally initiate horizontal audits (where required);
• Ensure records of training attendance and evaluation are retained in the QHSE File;
• Escalate unresolved audit findings which are not closed out within agreed timescales to management;
• Co-ordinate the preparation for and attend surveillance visits where required.

Person Specification:

• Education: Educated to degree level or have the relevant qualifications such as NEBOSH General Certificate/IOSH certification
• Health & Safety/Facilities experience and/or training or equivalent combination of education and experience.
• Strong MS package skills
• Previous Project Management experience would be advantageous
• Able and willing to attend Paddington head office Monday - Friday
• Knowledge/Skill: General knowledge of following areas is required.
  • First Aider Essential (or willingness to obtain)
  • Fire Marshall Essential (or willingness to obtain)
  • IOSH Managing Safely Essential (or willingness to obtain)
  • Mental Health First Aider (Preferable)
  • Automated External Defibrillator Trained (Preferable)