You and us
Winton Estate, just 30 minutes from Edinburgh, deals in hospitality, farming, forestry and let property. The position of Office Manager plays a key role to look after HR responsibilities, payroll and offer administrative support from a central hub. You will also offer private assistance for the Factor, Trustee.
The estate is run very much as a business, whilst recognising the uniqueness of heritage and responsibilities to staff, the wider community and to the environment. The Office Manager plays a significant role through involvement with all teams to enable the smooth running of the day-to-day office function, connecting and encouraging teamwork, and promoting company values.
What We’re Looking For:
- Strength of character with soft edges.
- The ability to juggle people and figures with accuracy, discretion and confidentiality.
- Alertness to compliance requirements for employment and payroll legislation.
- A drive to improve systems, maintain records, and the ability to encourage colleagues to meet targets.
- Curiosity for problem solving and a willingness to get stuck in and put your wellies on.
- A progressive, business attitude embracing and being comfortable around IT, software and hardware.
- Organisational and problem-solving skills with flexibility to adapt when needed.
- Ability to work independently and prioritise workloads.
We’re excited if this could be you!
Key Responsibilities:
Human Resources
- Provide HR advice and guidance to managers and employees.
- Monitor and review HR policies and legislation changes to ensure compliance and best practice.
- Support managers with people management matters including absence, disciplinary, capability and grievance procedures.
- Organise regular performance appraisals and support managers who conduct the reviews.
- Ensure fair and consistent application of employment policies and support positive working relationships.
- Administer recruitment processes, including preparation of job descriptions, advertising vacancies and arranging interviews.
- Prepare employment contracts, job offers and HR documentation and onboarding.
- Manage personnel records making use of dedicated people management software (currently Sage HR).
- Coordinate employee training.
Payroll
- Collect and verify monthly payroll information, including hours, overtime, holidays, absence and statutory payments.
- Process monthly payroll accurately within deadlines using Sage 50 Cloud Payroll.
- Maintain payroll records.
- Manage workplace pensions and liaise with employees and providers.
- Process starters, leavers, pay changes and deductions.
- Produce payroll and cost allocation reports.
Office Management
- Ensure office facilities and equipment are maintained.
- In-house point of contact for IT support.
- Negotiate and maintain contracts for the likes of utilities, IT support, comms, merchant services, trade waste & recycling. Monitor accounts and liaise with providers.
- Insurance – assist with policy management, renewals and claims.
- Fleet vehicles and equipment records, MOTs records, vehicle taxing.
- Assist with residential property matters.
- General admin support for teams when required.
- Assist accountant with business rates and council tax admin & records.
- Support hospitality team with Personal and Premises License matters, Short Term Let Licensing and Environmental Health administration.
- Develop and implement office procedures and systems.
- Maintain company records, filing systems and archives.
- Compliance with GDPR and data protection requirements.
Essential Experience & Knowledge
- Up to date employment legislation knowledge.
- People management experience.
- HR procedures and administration.
- Payroll regulations knowledge and processing experience.
- Maintaining confidential and sensitive information.
- Office management and administration.
- Familiarity with IT and comms systems would be an advantage – support is provided and training available.
- Cyber security knowledge.
- Sound Microsoft Office suite experience.
- Managing multiple responsibilities.
- General facilities management experience.
Qualifications
CIPD qualification or willingness to work towards one (desirable).
Payroll qualification or relevant payroll experience (desirable).
Pay: £32,000.00-£38,000.00 per year
Benefits:
Work Location: In person
