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Office Manager
October 1, 2018 | Comments Off on Office Manager
Monday - Friday 9 am - 2pm (25 hours)
Hatfield Affinity Water
Kier Utilities is recruiting an Office Manager.
A diligent and methodical manager is required to ensure the smooth running of the office on a day-to-day basis.
The candidate must have strong project administration and organisational skills being efficient with diary and time Management operating in a structured approach.
Key Responsibilities
- Organising meetings and company events or conferences
- Ordering stationery and furniture
- Dealing with correspondence, preparing letters, presentations and reports
- Managing office budgets
- Implementing and maintaining procedures/office administrative systems
- Delegating tasks to junior employees
- Organising induction programmes for new employees
- Ensuring that health and safety policies are up to date
- Attending meetings with senior management
- Assisting in the keeping personnel records up to date, arranging interviews, and Training
- Manage and administer the in-house web based document collaboration system, uploading, downloading information, scanning and uploading received hard copy documents, maintaining up to date drawing files and registers, and managing internal and external users to the in-house web based document collaboration system and dealing with queries and complaints, and any other administration tasks to support the team like minute taking, typing, sending emails etc.
- Manage the compilation and submission of complete Quality Files to the client on time and right the first time.
- Excellent IT skills and familiarisation with Information Management administration and working knowledge of all Microsoft Packages
- 2 years minimum experience in a senior administrative role
- Experience using web based collaboration systems ideally with a utilities background would be ideal. (SharePoint experience preferable)
- Employee is to be ambitious, confident, loyal, reliable and trustworthy
- Good Interpersonal Skills and able to work on own initiative
- Operate with a 'one team' approach demonstrating flexible engagement with internal and external customers.
- Self-Driven with a willingness to learn, adopting a 'can do' mentalityand work ethic.
- Pragmatic / common sense approach demonstrating a sense of ownership at all times.
- Operates with consistent effort, overcoming obstacles in order to achieve a goal.
- Conveys accurate information through effective communication using the most appropriate methods to adapt it to the audience ensuring mutual understanding.
Staff Engagement - To leda by example providing support to all.
- Demonstrates compassion and consideration of others and treats others the way they want to be treated forming mutual trust and professional respect.
- To actively promote collaborative working to achieve best practice engagement across the entire business.
- Builds and maintains effective networks both internally andexternally to form mutually beneficial relationships whilst developing skills to manage expectations.
Profit Forecast - Liaise with internal customers to drive forward all information output deliverables aligned to programme requirements.
- Be fully responsible for all information and ensure compliance with all processes as described in the relevant Kier standards and policies.
- To highlight and resolve any Non-Conformance related matters which have potential cost and programme implications.
- Manage the on-site team to release information in accordance with the delivery programme.
Deliver Customer Service Excellence - To assist in delivery of a quality product with minimal remedial works leading to positive customer satisfaction on hand-over.
- Consistently works to a high standard and looks for ways to improve current working practices and processes for the benefitof internal customers.
- Manage the collation and review of all business documentation as required by Kier during each stage of a scheme ensuring compliance with the company processes and procedures.
- Comply with Departmental processes, procedures and reporting
To ensure all Kier processes and procedures are followed in accordance with GSOP. - Is accurate, pays attention to detail and ensures tasks are completed on time.
- Assist the department in maintaining updated processes and promoting improved best practice ideas.
- Health and Safety
- Assist the team in satisfying our obligations under CDM 2015 acting as Principal Contractor and Principle Designer to the Client.
- Takes responsibility for assurance that all staff and contractors hold the correct and in date qualification needed to carry out the works.
- Undertake and coordinate for staff appropriate Health and Safetytraining as required by the line manager.