Office Operations Manager

GSC GRAYS
Colburn

Apply Now

Job details

8 hours ago

Qualifications

Organisational skills

Full job description

Position Overview

Key Responsibilities

Operational Management

Manage daily office activities to maintain efficiency, compliance, and service delivery.
Implement and improve operational systems and processes.
Oversee facilities, utilities, maintenance, refurbishments, and workplace safety.
Arrange suppliers and contractors, ensuring work is cost-effective and of good quality.
Ensure policies and procedures are consistently followed.
Integrate sustainability and ESG considerations into operations.
Lead and support operational improvement projects.

Compliance & Audits

Oversee Health & Safety checks, fire safety, and facilities inspections.
Ensure compliance with GDPR and data protection, including archiving and secure storage.
Work with Heads of Departments to deliver service-line-specific audits.
Plan and manage office-level audits to meet legislation, regulation, and client requirements.
Produce audit reports, track actions, and ensure timely resolution.
Identify recurring issues and implement preventative measures.

People & Office Support

Manage the Administration Team, allocating work, monitoring leave, and arranging cover.
Build a culture of accountability, collaboration, and continuous improvement.
Act as the escalation point for office operational issues.
Plan and deliver office events (charity, social, wellbeing) within budget and ESG commitments.
Oversee holiday, absence, and capacity planning.
Coordinate the onboarding and integration of new colleagues, ensuring smooth induction into office processes, systems, culture, and practical ways of working.

Training & Development

Coordinate internal training programmes (technical, compliance, safety).
Ensure all staff complete mandatory training and refreshers on time, escalating non-compliance.
Manage the appraisal process, ensuring meetings and reports are completed and followed up.
Maintain accurate training records and report progress to the Head of Office and Line Managers.
Support new colleagues by scheduling required induction training and ensuring completion of mandatory learning.

Finance & Budgeting

Manage the office budget, approve spend, and monitor supplier value.
Track expenses and forecast resource requirements.
Oversee invoicing and debt management, ensuring timely payment of outstanding balances.

Projects & Strategic Support

Lead and support operational projects that improve efficiency, compliance, colleague experience, and service delivery.
Manage project timelines, budgets, resources, risks, and actions to deliver agreed objectives.
Support delivery of business initiatives linked to the five-year vision and wider operational improvement programme.
Share lessons learned and best practice across Operations to support consistency between offices.

Systems, Data & Reporting

Maintain accurate office records, operational data, training records, audit evidence, and compliance trackers.
Produce clear monthly summaries for the Head of Office, highlighting progress, risks, issues, actions, and emerging trends.
Use systems and reporting tools consistently to support informed decision-making and timely escalation.

Identify gaps, duplication, or inefficiencies in office processes and recommend practical improvements.

Client Service & Internal Service Standards

Ensure office processes support a responsive, professional, and consistent service to clients and colleagues.
Work with teams to remove operational barriers that affect client delivery or colleague productivity.
Promote clear communication, effective handovers, and consistent standards across office administration and support functions.
Act as a practical problem-solver, helping colleagues resolve issues quickly while maintaining appropriate controls.

Decision-Making & Scope of Responsibility

Make day-to-day operational decisions relating to office administration, facilities, supplier coordination, cover arrangements, training coordination, and local process improvements.
Approve routine office expenditure within agreed budgets and delegated authority levels.
Escalate material risks, compliance concerns, budget pressures, people issues, and reputational matters to the Central Operations Manager and Head of Office as appropriate.
Provide recommendations to support office planning, resourcing, operational priorities, and continuous improvement.

Performance Measures

Operational projects delivered on time, within budget, and to specification.
Successful completion of audits with compliance evidenced.
Consistent service standards across the office.
Effective management and motivation of the Administration Team.
Reduction in debtors and overdue payments.
Office events and training delivered on time and within budget.

Positive ESG outcomes in operational delivery.
Positive feedback from internal stakeholders.
Operational contribution to the five-year vision.
Reduction in non-chargeable time.
Clear operational KPIs and reports provided to the Head of Office.

Skills, Experience & Behaviours

Strong organisational skills with the ability to manage competing priorities calmly and effectively.
Confident people manager, able to motivate, support, and hold others accountable.
Good understanding of compliance, audit processes, Health & Safety, GDPR, and operational risk.
Commercial awareness, including budget control, supplier value, debt management, and resource planning.
Clear and professional communicator who can build positive working relationships across teams.
Practical problem-solver with a continuous improvement mindset and confidence to challenge constructively.
High attention to detail and commitment to consistent standards, accurate records, and timely follow-up.
Ability to support resilience, succession, and continuity within the office administration and operations structure.

Apply Now

Key Responsibilities

Operational Management

Compliance & Audits

People & Office Support

Training & Development

Finance & Budgeting

Projects & Strategic Support

Systems, Data & Reporting

Client Service & Internal Service Standards

Decision-Making & Scope of Responsibility

Performance Measures

Skills, Experience & Behaviours

Jobseeker tools

Employer Tools

Browse

Stay Connected