Office Manager
Location: Perth
Employment Type: Permanent, Full Time or Part Time
Grade: Associate
Office Based
REQ003646
About XPS Group:
XPS Group is a prominent and growing UK consultancy and administration firm within the pensions and insurance sectors. As a FTSE 250 company with over 2000 employees, we leverage expertise alongside advanced technology to serve over 1,400 pension schemes and their sponsors. Our goal is to foster a workplace where diverse talents thrive.
About the Role:
Our Office Managers are the heart and soul of our offices. They are responsible for our workplaces as well as fostering a vibrant and inclusive atmosphere and enabling customer facing colleagues to be their best possible working selves. It is therefore essential that the Office Manager has their finger on the pulse of office dynamics to ensure actions can be taken, proactively and reactively, to create and maintain great places to work.
The Office Manager is seen as the internal ’Owner’ of the office and workplace environment with accountability to FMP Leadership. This role is fully office based with occasional travel in the UK. The Office Manager role is typically based on site five days per week. However, we are happy to consider flexibility in working days, with part-time hours ranging from 27.5 to 36.25 hours per week. Please note that attendance in the office on Mondays is essential.
Key Responsibilities:
Office Management and Administration
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Day to day management of the office, ensuring everything runs smoothly for staff, clients and visitors.
- First line of contact in relation to local property, workplace and procurement matters.
- Working closely with the Office Head on local and national initiatives such as staff surveys, quarterly office briefings, Exco visits etc.
- Taking part in regular team meetings with the wider Workplace Team, contributing ideas, supporting other Office Managers across XPS as appropriate, and rolling out initiatives. Using collaborative practices and completing trackers where appropriate.
- Manning the reception desk, signing in visitors, managing the onsite meeting rooms, booking lunches, providing refreshments and clearing rooms.
- Managing the post room and using a franking machine.
- Management of site access passes and CCTV system.
- Booking of corporate travel for staff as per the Employee Expenses and Travel Policy.
- Creating and amending workplace documents as required, using Microsoft Word, Excel and PowerPoint templates.[ZA1.1][RG1.2][TR1.3]
- Support the “Support Services Initiatives”, improving and standardising our approach to tasks where applicable.
- Support the project to scan and destroy all hard copy records held with offsite archive providers.
- Environmental champion for the office, encouraging sustainable practices.
- Management of onsite parking spaces.
Workplace Management
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Management of local workplace suppliers, ensuring site services are carried out as they should be (cleaning, security, shredding etc.).
- Reinforce the use by cleaners of the XPS Standard Cleaning Specification to ensure that the requisite levels of cleanliness are maintained. Ensure that local colleagues adhere to the relevant levels of tidiness and cleanliness. Ensure that offices and hot desks are left at the end of each day in a condition we would expect to find them each day.
- Liaising directly with landlord on any local building issues, attending meetings as appropriate.
- Monitoring and resolution of any repairs needed on site.
- Liaising closely with the Workplace team for larger projects such as office moves and refurbishments.
- Update and maintain schedules of planned preventative maintenance.
- Act as the first line of contact for issues arising from security, H&S, and other business risks
Financial and Procurement
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Monitoring and reconciling the local premises budget, approving invoices and site corporate credit card holder.
- Work with the Workplace team in setting site budgets. Providing a comprehensive list of capital works, upgrades, increased costs, new services required etc.
- Ordering supplies, ensuring the office is fully stocked with fruit, stationery, consumables etc.
- Conducting RFP’s for goods and services in accordance with guidance from XPS Procurement.
- Generate continuous improvement and cost reduction opportunities and subject to Workplace Management approval, manage initiatives to conclusion.
Events
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Arranging and assisting others with client events, sourcing associated venues, booking restaurants etc.
- Arranging and assisting others with staff socials such as Christmas parties, summer parties etc. Managing budgets closely.
- Ordering food and drinks as well as dressing the office for staff and client events.
Health & Safety / Audit
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Health & Safety SME for the office - Responsibility for site Health and Safety carrying out XPS policies and procedures. Managing DSE assessments via our platform Vitrue Health, supporting external contractors with audits such as Fire Risk Assessments and keeping all local records.
- Generally, maintaining a safe working environment for all colleagues in the office.
- Enforcement of site GDPR policies (clear desk policy etc.).
- Working with the central Risk team to ensure that accurate records are maintained for audit purposes and assisting with the audit program.
- Supporting our EMS policy, taking part in quarterly meetings and submitting ideas.
- First Aider, Fire Marshall and Mental Health Ally for the office.
Your Profile:
Essential:
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People management experience.
- Experience in an office management or property services related role. Preferable in a corporate services environment.
- Proactive, flexible, adaptable, and able to take initiative.
- Ability to multitask and stay calm under pressure.
- Excellent written and verbal communication skills.
- Strong organisational, planning and prioritisation skills.
- Computer literate to advanced levels in Microsoft Office including Word, PowerPoint, Excel, TEAMS and Outlook with proven strength in document and presentation formatting and mail merge.
Qualification:
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A-C/9-4 GCSE Maths and English or equivalent.
Desirable:
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Experience of project related activities, including office moves, refurbishment etc.
- Relevant qualifications to assist in property services matters such as First Aider, Fire Warden, Health and Safety etc.
What We Offer:
Enjoy a competitive salary, annual discretionary bonus, and 25 days’ holiday with buy/sell flexibility. Benefits include pension matching, healthcare plans, life assurance, and retailer discounts. We support our team with a flexible benefits scheme, employee assistance, and digital GP service. Participating in volunteering events is encouraged with paid volunteer days available. Referral bonuses are offered for introducing suitable candidates to XPS.
How to Apply:
Interested candidates should submit applications via Apply Now option or contact
[email protected] for more information. Join XPS Group and contribute to a dynamic and inclusive workplace.
Equal Opportunities Statement:
XPS Group is committed to diversity and equal opportunities. We welcome applications from all candidates, irrespective of sex, race, disability, sexual orientation, religion, or belief. As a Disability Confident employer, we ensure accessible and supportive work settings for all employees.
Eligibility:
Any employment offer made will be conditional upon you satisfying DBS Disclosure checks, Employment or educational references, Satisfactory credit checks and eligibility to work in the UK before an offer can be made. XPS Group is not able to provide sponsorship to employees.
Who Are We:
To find out more please visit: www.xpsgroup.com
