Office/Practice Manager vacancy in Castle Donnigton (217sk)

Our client is one of the country's leading award winning multi-disciplinary environmental design practices, established for 60 years and specialising in large scale sustainable master planning, ecology, landscape architecture, arboriculture and Environmental Impact Assessment. They have an extremely diverse workload spread throughout the UK, both at the planning and implementation stage.
The position is based at their Lockington office, which is located close to Nottingham and Derby, but is also within travelling distance of the Peak District.
The working environment is friendly, active and supportive with an interesting range of work. The practice offers a range of benefits, along with a bonus, pension and health scheme and regular social events. Salary will be dependent on experience. The ability to drive is essential.
Personal Qualities
Our clients are looking for someone to lead the day to day management of their practice ensuring the smooth running of all administrative activities that support their professional work. The successful candidate will have excellent organisational and management skills and be able to communicate clearly with staff and clients alike. The Office manager will liaise closely with the directors and the inhouse finance team, and be the "go to" person for all day to day practice management issues. The candidate will also deal with the clients external HR and Health and safety advisors.
Roles
Staff
• Advertising recruitment
• Arranging job applications/ interviews & responding to applicants
• Prepare staff contracts + undertake Right to Work checks
• New starters actions & part-induction
• Maternity actions
• Leavers actions
• Update & monitor Probationers Review schedule
• Keep salaries spreadsheet up-to-date with joiners/leavers/changes/etc
• Annual salary review letters
• Healthshield and private health cover admin
• Day to day HR issues

Clients / Contractors
• Appointment Contracts & Warranties - respond to contractual queries & prepare for signature
• Letters of Reliance - respond to contractual queries & prepare for signature
• Approved Supplier & Competency questionnaires - co-ordinate answers
Practice performances
• Annual insurance and PII renewals
• Ensure NBS is updated quarterly
• License management of Autodesk software, 9 contracts,
• License management of Adobe software,
• Be the designated Data Controller (Information Commissioners Office)
• Manage IT equipment, inc purchasing / warranties / disposals
• Be accountable for WEEE disposal of redundant IT kit
• Annual iHasco H&S renewal and ad hoc credits
• Renew software licenses and assign/remove user licenses
• Annual Smart Water renewal
Health & Safety
• iHasco online training - manage users & prepare reports
• Fire precautions - annual review + monitor ongoing tasks
• Annually review & update all H&S risk assessments
• Annually check building's asbestos warning labels are still in place
• Annually update accident statistics record & analysis
• Annually re-apply for SMAS/CHAS memberships
• Annually undertake H&S audit with external advisers
• 3yr portable appliance tests
• 5yr building risk assessment review
• 5yr fixed wiring tests (unless landlord now)
• Annually renew contacts for fire & security
Other Tasks
• Monitor tender opportunities
• Keep policies and procedures up to date
• Keep lists of cpd/ time each staff training
• Issue and monitor PPE & other office equipment (e.g. mobiles)
• Renew & monitor phone contracts
• Be responsible for overseeing GDPR (General Data Protection Regulation)
The role is ideally suited to candidates with extensive and high levels of organisational ability within a corporate environment, the company has 120 staff spread over 4 offices, the role would also require a strong background in the HR sphere as a generalist.
For more information, please contact Simon Knowles, at Ex-Mil Recruitment Ltd on 0333 202 6500 Ext 1 or [email protected] or via the website