PART TIME - Office & Facilities Manager

Hays Office Support
£25,000 - £29,999
30 Oct 2018
13 Nov 2018
Contract Type
Part Time
PART TIME - Office & Facilities Manager, Permanent, Camberley, £28K to £31K (pro rata), 25 hours.

Our client is a growing organisation which has a reputation for industry leading products and first class customer service standards. You will be joining a well established and professional team in the role of Office & Facilities Management.

This vacancy is a permanent vacancy paying a salary between £28K and £31K pro-rata, plus an excellent benefits package and free parking. The successful applicant will be expected to work; 5 hours a day x 5 days per week, with some flexibility on the starting time.

Our client is seeking a talented, professional and organised Office & Facilities Manager, who is able to clearly demonstrate exceptional experience in the following areas.

Fleet (Car) Administration:

* Maintain an accurate real time Fleet Car Management spreadsheet of all Company Cars and drivers ensuring the Procurement and HR teams are provided regular updates; critical for Health and Safety and HMRC reporting.
* Conduct and record an accurate log of all Company Car driver's periodic and annual checks and insurance, including, ensuring that signed copies of the Car Policy are held on respective people records.
* Primary contact for UK Fleet Management operational queries from/to our service provider/s - resolving all queries and also arranging and attending periodic contract reviews with the Procurement (and HR team if required).
* Liaise with UK Sales team to ensure as Fleet Health and Safety matters are communicated and actioned in a timely manner i.e. Driving checks, training, car health and safety equipment up-to-date, in line with the requirements of the Sales & Marketing annual Plan.
* Arrange agreed periodic car fleet training as agreed with Senior Managers & UK Health and Safety Committee - i.e. RoSPA. log and record on people files as required.

HR Administration:

* Preparation and issuing of Contracts of Employment and Offer Letters, including new starter documentation and employee benefits.
* Complete pre-employment reference checks.
* Respond to tenancy and employment reference requests.
* Ensure that all new starter details are received and recorded on electronic personnel file, with detail forwarded appropriately for payroll processing.
* Manage HR filing/personnel files and archiving of leaver files is up-to-date
* Drafting and issuing documentation in respect of leavers (incl. Acknowledgement of resignations).
* Actioning "Employee Changes Notification" forms, as required. Including drafting subsequent variation in terms documentation.
* Support recruitment processes including; generating internal ATR/ATO's, organizing the advertising of roles internally and externally, as appropriate in conjunction with HRBP's.
* Scheduling probation notification meetings and sending confirmation of successful probation completion letters.
* Preparing maternity schedules and payroll processing support and cover to Payroll & Reward Analyst
* Training admin support

Health and Safety:

* Maintain accurate records of all UK incident reports ensuring monthly/adhoc reports are submitted to the Senior management team on behalf of the UK Health & Safety Committee.
* Participate as a member of the UK Health & Safety Committee team actioning identified Health & Safety actions as committed by the team and to agreed timescales.
* Primary contact for scheduling and communicating all Occupational Health Nurse/Doctor visits, ensuring accurate records of all visits are logged; ensuring HR and The UK Health & Safety Committee awareness.
* Maintain a log and actions sheet of any recommendations from Occupational Health for Health & Safety related equipment - liaise with HR Business Partners to ensure their awareness ensuring confidentiality at all times.
* Maintain the schedule of compliance calendar actions i.e. fire alarm and emergency lighting tests in line with statutory requirements and report monthly completion rates to the senior management team.
* Organise calendar training for the teams, i.e. first aid & defib, manual handling, driver awareness and safety awareness as determined through the H&S Plan.
* Conduct quarterly review of the risk assessments Emergency Procedures, H&S Plan and Compliance Calendar in conjunction with the H&S Manager.


* Liaise with external service providers to ensure maintenance of Head Office Health and Safety equipment i.e. testing is compliant with statutory requirements - Fire Alarms, Fire Extinguishers, Air Conditioning, Lift, Office Equipment (PAT testing) and fixed electrical.
* Liaison with landlord and UK Procurement Lead to ensure contractual services are provided effectively.
* 1st line contact for all security related queries - i.e. Outsourced security provider responsible for alarm call-outs; requirement to raise issues of escalation to Health & Safety, Procurement and HR team as appropriate.
* Be available to support the Head Office teams with setup of office facilities for internal/external meetings requiring facilities input.
* Over-see the Office Service budget (i.e. stationary, printing supplies) with support of HR and Procurement teams tracking spend and raising any queries as appropriate.
* Manage the car park and door security access systems, liaising with providers for maintenance, controlling of access cards for new starters and the issue of any replacement cards.


* Manage all catering facilities on-site ensuring service provisions are maintained in line with agreed SLAs.
* Working with the Procurement team, maintain an accurate log of all utilities contracts and spend, sharing with the Finance and HR functions as required.
* Working with the Procurement team to review and negotiate service contracts as required.
* Maintenance of accurate address labels in the post room.
* Ordering of Company stationary

Office Administration & Bespoke Projects:

* Responsible for the management of the Purchase Order process for Head Office ensuring accuracy of records are maintained at all times and Purchase Orders are provided to the Finance team to process
* Provide PA support during periods of absence

Due to the high volume of applications anticipated for this vacancy; please ensure your expertise in the areas mentioned above is clear and prominent on your CV.

We are expecting to have a strong short list of candidates for the client to review within 48 hours of the adverts becoming live.

If you feel this role fits your requirement, and you have the relevant skills and experience, please submit a tailored CV immediately.

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