185 - Office Manager

This vacancy has now expired  Print

Posted: 08/08/2019 09:07
Start Date: Not Available
Salary: £30,000-£40,000
Location: London
Level: Administration
Deadline: 02/09/2019 23:59
Hours: up to 40 hours/week
Benefits: Company Benefits
Job Type: Fixed Term

Office Manager, UCLPartners

UCLPartners

As one of the world’s largest academic health science partnerships, we bring together world-leading research centres, NHS organisations, industry and others to harness research and innovation for excellent patient care and a healthier population.

We:

  • Work across academia, industry and the NHS to find, test, adopt and spread innovations that benefit patients and the health and care system
  • Build the skills, knowledge and culture to support our partners to innovate and improve
  • Accelerate the adoption of the world-leading research carried out by our academic partners.

As a founding partner of DigitalHealth.London and the NHS Innovation Accelerator, we champion the uptake of digital technologies and support the spread of world-class innovations.

We are a not-for-profit social enterprise, and our main focus is improving the health of a population of 6 million people spanning parts of London, Bedfordshire, Essex and Hertfordshire. Our work also has an impact across London, the UK and globally.

Read more about us here.

Corporate Team

The corporate team supports the running of the business and works with programmes to support our vision to develop world-class health services and research where patient behaviour and experience are central to innovation, planning and development.

The corporate team consists of 5 functions

  1. Communications and Engagement
  2. Finance
  3. Human Resources and Organisational Development
  4. Managing Directors office (including governance)
  5. IT, Estates & Facilities

Role description

This role will oversee the day-to-day operations of the company, aligning and coordinating multiple activities across the organisation. The successful candidate will work within an experienced leadership team and be afforded autonomy to lead and drive forward change. You will need to be a team player who is able to multitask effectively, motivate others and demonstrate a commitment to achieving high standards. You will work collaboratively with all staff in the organisation on matters relevant to your duties and responsibilities, maintaining effective collaborative professional relationships and communication with all members of staff. You will also help with additional work as required.

 

Key responsibilities

  • Supervisory responsibility of IT services, Facilities and Office Management including day-to-day management of our service level agreements in this area
  • Work with Finance to ensure UCLPartners processes all payments and receipts in relation to IT and Estates and to involve finance in any negotiations with suppliers
  • Day-to-day running of the office, trouble shooting and effective running of the office to meet business needs
  • Managing supplier relationships, office budgets and building management
  • Direct line management of the Reception team, plus lighter touch management / mentoring to the support teams across the company
  • Ensure Business continuity and crisis planning policies and processes are up to date
  • Ensure that we are getting value for money in our facilities and office management contracts
  • Work closely with UCL in the management of our agreements
  • Support the smooth running of the Managing Directors office and corporate directors in governance-related processes including risk management and assistance in the half yearly maintenance of the risk register
  • Take minutes in executive meetings and senior leadership team meetings
  • Work with the Managing Director’s PA to ensure that opportunities around diary commitments are maximised both with the Managing Director and the senior leadership team
  • Prepare papers and reports for relevant governance meetings, organising timelines and agenda setting processes
  • Support corporate induction for new starters, HR contracts processes and onboarding as required.
  • Lead on local health and safety initiatives including responsibility for company health and safety walk around
  • Lead on GDPR with the view of becoming our local data protection officer
  • Ensure effective maintenance of the Customer Relationship Management (CRM) system, ensuring that set-up supports users throughout the organisation.
  • Act as the key point of contact with the CRM supplier, managing change requests from across the organisation
  • Oversee the process of regularly updating key contact information in the CRM, ensuring staff across the business are appropriately checking and adding information
  • Take responsibility for rolling out and embedding effective file management systems across the business

 

Terms and conditions relevant to this employment

Job Details

We are looking for someone who is highly organised, enjoys a diverse environment and role, has the skills and experience to work closely with the leadership team.  We are looking for a candidate that has a genuine desire to be fully involved in supporting the success of our organisation and to work as part of our forward-thinking team of professionals.

This is a permanent role with a remuneration of £30-40k.

Health & Safety

Employees must be aware of the responsibilities placed upon them under the Health & Safety at Work Act (1974), to ensure that the agreed procedures are carried out to maintain a safe environment for employees and visitors.

Data Protection

Personal data is protected under the Data Protection Act (1999) and the post holder will ensure that it is securely held and that the requirements of the Act are followed.

Equal Opportunities 

UCLPartners is committed to equal opportunities and all people acting on its behalf must perform their duties in a manner that supports and promotes this commitment.

Confidentiality

The confidentiality of information relating to patients/clients and staff must be safeguarded at all times in accordance with the Information Security Policy. Disclosure to any unauthorised person or misuse or failure to properly safeguard confidential data will be regarded as a disciplinary offence.

Person specification

Essential

  • Evidence of relevant continuous professional development
  • Experience as an administrative assistant or pa
  • Experience working with senior teams
  • Experience managing people or teams and individuals in both positive and challenging situations
  • Demonstrable experience working autonomously and in a multi-portfolio role
  • Good verbal and written communications skills, with the ability to write clearly and accurately
  • Ability to use initiative to solve problems and be committed to the delivery of high standards of work
  • Ability to work effectively as part of a team
  • Ability to present and make understandable complex information and analysis to non-technical staff in a user-friendly way
  • The ability to organise and prioritise workload, and to make sound decisions
  • The ability to work flexibly in the planning and organization of multiple strands of work, at different stages of delivery, without direct supervision
  • Proven ability to work under pressure and to meet tight deadlines.

Desirable

  • Experience of working with a range of staff at all levels
  • Knowledge and experience of ensuring compliance with GDPR and health and safety regulations
  • Experience of implementing and maintaining business systems and processes
  • Experience of managing cross-function business relationships at all levels within an organisation as well as with external clients and stakeholders

 



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