Job Description

The Role

• Overall responsibility of the day to day running of the office
• Ensure mandatory training and certifications for working are undertaken in a timely manner including but not limited to Health & Safety, first aiders, eye tests, medical tests etc
• Effectively manage and control documentation relating to staff and all company businesses
• Effectively manage Directors of all divisions
• Responsible for undertaking regular risk assessments and ensuring compliance and understanding with all Health & Safety matters
• Ensure office is compliant with required accreditations, including but not limited to, ISO Standards, CHAS, SMAS, FORS, IIP
• Preparation for internal/external audits and action results as appropriate
• Co-ordinate, chair and follow up on minutes/action points of monthly management meetings
• Monthly / Annual reporting on:

- Audits

- Quality service report

- Fault reporting

- Equipment checklists for company vehicles

- Accident/complaint report

- Supervisor site inspection records

- HR issues

- Health assessments

- Appraisals

- Training

• Ensure the daily running of the office is within budget, including office equipment, stationery, printing etc
• Arranging for necessary maintenance work for the office
• Work closely with external IT and telecoms company
• Undertake reception duties as and when required
• Management of Company vehicles (Tax, MOT, Servicing & Insurance)
• Assist with completion and review of personal and vehicle accident report forms, including reporting to the appropriate organisation if required i.e. HSE, Insurance Company
• Review and monitor complaints received
• Assist with marketing for the group

Resource Management:

• Liaise with Directors to organise staffing, ensuring there are sufficient staff to meet service demand
• Co-ordinate and maintain an accurate record of staff absence (annual leave/sickness)

People management:

• Responsible for day to day HR management, including effective management of sickness absence, annual leave, first line discipline/grievance, implementing and maintaining policies, general HR queries such as holiday allowance, change of address etc.
• Work closely with finance/payroll to process monthly payroll and ensure all payroll information is accurate (including notifying of sickness deductions) and is provided in a timely manner
• Responsible for rolling-out training courses and management of Toolbox/CHAS records
• Responsible for updating and managing HR files
• Set up and manage/maintain induction training for new joiners, ensuring any new joiners are inducted appropriately in line with relevant training requirements
• Maintain awareness and support of the company policies and procedures with Directors and staff members
• Support office recruitment, drawing up job descriptions, job adverts, interview questions etc
• Ad hoc duties as required by the company

PA support for Chairman

• Secretarial support
• Diary management
• Preparation of documents
• Screening telephone calls
• Personal administration

Reward and benefit:

To be discussed on application

Required Knowledge, Skills, and Abilities

Candidates MUST have previous office management / strong PA experience Office Managers who come from the construction background will be automatically considered Candidates who possess excellent HR experience / CIPD applicants will be considered automatically Candidates who possess excellent auditing / ISO experience within the construction sector will be automatically considered Highly computer literate in all Microsoft office applications (Word, Outlook, Excel and PowerPoint) Qualifications / Training required: GCSE/A levels CIPD ISO 9001 Attitude and skills: Highly organised and professional in approach with a keen eye for detail Assertive and proactive in thinking and approach Robust, committed and commercially minded Flexible and able to adapt to the needs of continuously shifting goals Excellent interpersonal skills at all levels both internally and externally Sense of humour!