Maxwell Stephens Ltd

Interim Office Operations Manager

Expiring today

Location
London (Greater)
Salary
Circa £40,000 per annum
Posted
20 Nov 2018
Closes
10 Dec 2018
Ref
PR/000534
Hours
Full Time

Our client, a charitable organisation, are now looking to recruit an Office Operations Manager to join their team on an initial temporary basis for 3-6 months.

This role will require an immediate start.

Responsible for the long and short term planning, implementation and high quality delivery in relation to IT, facilities, health and safety and admin related aspects of the organisations work and its local environment.

Main Responsibilities

  • To ensure all assets are recorded and maintained to a high quality, ensuring compliance with health and safety and legal requirements, with appropriate insurance and annual maintenance in place
  • To manage any refurbishments, renovations and office moves to ensure they run smoothly, according to plan, within budget and in line with legislation
  • Facilities management for the offices, including being first point of contact for the landlords, tenants and managing agents
  • Liaise with suppliers, research the procurement of goods and services and arrange the provision of office materials and equipment (stationery, cleaning products, copier supplies etc.)
  • To organise, manage and review external services such as cleaning, recycling and waste, security and air conditioning managing supplier performance through the use of SLA’s.
  • To negotiate maintenance agreements in conjunction with the director of Resources and ensure all maintenance agreements are regularly reviewed and kept up to date
  • To ensure adequate security arrangements are in place for the premises and all security systems are regularly checked
  • Respond to emergency situations or other issues in relation to facilities, health and safety and premises
  • To be the main point of contact on H&S issues, acting as the Subject Matter Expert (SME), providing regular updates to the Board regarding compliance matters
  • To ensure health and safety policies and procedures are in place, updated and in line with legislation; and implemented across the organization
  • Develop and maintain a suite of policies and procedures for the organization appropriate to all its services and business activities
  • To act as the SME in GDPR and data protection, and as such
  • raising Data Protection breaches and / or concerns at Board level to ensure the company remains compliant
  • Providing reports and updates to the Board and Risk and Compliance sub-committee
  • devise and manage a program of awareness raising and training to develop a data privacy culture
  • Inform and advise on changes of Data Privacy laws and implications to business processes
  • review Data Privacy clauses in client and supplier contracts, escalating to lawyers
  • To be responsible for the effective control of the facilities and admin budget
  • Management of the day to day office support, including line management of the Administrative Assistant

IT:

  • Responsible for managing the contract and relationship with our IT support provider
  • To be responsible for effective on site IT services
  • To trouble shoot any IT issues and escalate to IT support provider where necessary
  • To collate and analyse IT service desk reports
  • To support the Director of Resources in any IT development projects
  • Any other reasonable duties as required

Person Specification

Skills and Attributes:

  • Solid IT skills including Word, Excel and email
  • Ability to negotiate and influence internal and external stakeholders
  • Has a hands on approach but comfortable with working strategically
  • Strong analytical and critical thinking skills
  • Ability to work effectively as a team member or on own initiative
  • Detail orientated, highly organised with an ability to work to deadlines
  • Good written and spoken English

Essential:

  • Experience of managing property and IT related contracts at a senior level
  • Expert knowledge of Microsoft Office, especially Excel
  • Detailed Knowledge of H & S legislation and applying it practically
  • Detailed knowledge of GDPR and data protection
  • Ability to quickly become a key member of a busy organisation
  • Experience in property/facility management

Please call 0207 118 48 48 or email cv@maxwellstephens.com to apply.

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