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Operations Management Admin |
|---|
Administration - Office Manager |
in London Docklands |
| Really involved Senior administration position within a very large corporate.
HR / Exposure - office management experience Senior Admin experience within a large corporate Solid work history PC, WP literate Manage and provide administrative and operational support to a busy consulting group based in Canary Wharf. The two units are composed of 71 client service staff and a support group of 4 including secretarial staff and finance assistants The job involves a high level of initiative and a proactive approach in order to identify administrative needs within the department and to respond to these needs appropriately. The job holder must plan and organise their workload in order to meet deadlines for both regular and one-off administrative and Project Management tasks. Whilst several duties can be delegated among the support group, the administrator is responsible for ensuring that tasks are effectively carried out. Close liaison is required with the Partners and the Operations Manager ensuring knowledge sharing and adoption of best practice are met. Requirements BTEC in Business administration/finance (or similar experience). 1.5 or 2 years experience in a support managerial role to include direct supervisory experience. Proven project management skills. Change management experience. Strong problem solving skills and experience. Assertiveness skills. Possess a good understanding of IT. Responsibilities Support Staff Management Conduct support staff appraisals for 4 support staff, including objective setting, interim reviews, making sure individuals are on target for reaching goals, giving performance grades. On a continual basis, review structure, administrative and financial procedures and processes, enact best practice and champion the value of a professional back office. Prepare job descriptions, conduct interviews, make decisions on final candidate for final interview with Partner, negitiate final salary package for all new joiners. Monitor utilisation and workloads to identify need for recruitment or changes to roles and responsibilites where appropriate. Conduct formal and informal disciplinary warnings in conjuction with HR, to ensure correct policy is adhered to. Actively work to improve communication and teamwork within support staff group and between support and client service staff, arranging regular meetings, working groups and social functions. Monitor worklaods and ensure that the level of secretarial cover is appropriate, managing the secretarial team as one pool of resource wherever possible to reduce the temporary costs to the business or arranging temporary cover is needed. Monitor absense cover within the department (holiday/sickness) Conduct support staff meetings Human Resources and Training Manage department induction process for all new joiners and ensure that they are allocated an appropriate mentor and counselling partner. Provide a detailed induction to all new joiners on systems and standard procedures. To produce an induction guide and ensure that it is updated regularly. Manage all administrative duties for all new joiners and leavers in conjunction with the Central Operations Team. Ensuring that the department\'s sickness policy is adhered to, monitor all long term sickness cases and ensure the relevant forms are forwarded to the local HR team. Responsible for the management of general welfare of all staff to include provision of counselling and advice on both personal and work related issues. Ensure training cancellations do not incur charges - find replacements where possible and challenge staff reasons for cancelling Ensure all staff appraisals are dealt with consistently within the department. Arrange timely meetings for appraisers within the department for training, moderation and discussions of issues arising. Attend and be involved with meeting. Check statistics from dialogue and chase individuals to carry out their appraisal discussions and complete/approve appropriate forms. Assist and resolve, if possible, Dialogue issues. Co-ordination of CV database for departments Be the main point of contact for the Central Operations Team for projects and queries Manage the CPE returns Facilities Manage all aspects of the office accommodation to ensure a professional business environment in terms of appearance and performance. Manage the clear desk policy within the department Manage the process for changes to accommodation and filing. Write business cases, request costs, challenge assumptions and agree scheduling of move to suit the business unit. Ensure the property charges are correct and challenge where appropriate. Manage implementation of HandS initiatives and procedures, ensuring that Health and Safety aspects are being implemented correctly. IT Manage all IT issues Write all business cases and co-ordinate requisitions for the purchase Finance Administration Managing the Pivotal process Maintenance of client contact database Research various IT solutions to streamline all monthly reporting and analysis. Quality Control Ensure all managers and staff are familiar with, and trained in, the firm\'s procedures for client take-on and risk management Ensure all managers and staff comply nationally, with the procedures. Ensure everybody attends annual risk training Business Continuity As the Business Continuity Champion for the department, implement and maintain the recovery procedures. Ensure that the telephone cascade list is up-to-date & the key contacts have copies of the latest version. General Management Develop new initiatives & run pilot tests as required Ensure holiday balances are monitored for each department & effectively manage any variances Establish & maintain an effective network of contacts across the firm Management of publications system & departmental library Effective management of departmental filing & archiving systems Management of departmental events, such as annual away days & department entertainment Manage ad hoc projects or requests for information Other projects as appropriate The Individual Ideally the successful candidate should: Ability to make high level decisions. Be experienced in managing staff. Be highly numerate and literate with a good writing ability. Ability to communicate at all levels. Display tenacity and resilience. Ability to build long-term relationships. Challenge assumptions and generate imaginative and novel ideas. Have a flexible approach to the working hours/job content. Excellent organisational skills. Ability to prioritise. Be a self-starter. Have excellent interpersonal/people skills excellent communication and networking skills. |
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