HR/OFFICE MANAGER
Role and responsibilities
Job Title / HR and Office Manager (Job Share)Location / Based in Saunderton
Area of business / HR and Administration
Reports to / Head of Operations and MI Systems
Responsibility for other people (internal)
Direct reports
Indirect reports / None
None
Responsibility for other people (external) / None
Financial responsibilities / None
Weekly hours / FTE / 7hours (Fridays)
Overall function of the role
To provide a full HR function for the business along with managing the various offices
HR Function
To provide and managea full HR function for the Group to include:-
To establish and maintain up-to-date, confidential, detailed HR files for all BBF/Ngage personnel (and BCC where appropriate)
Manage employee benefits (Death in service benefit, medical healthcare, pensions etc)
To maintain employee details on the HR system and provide reports, information and analysis as needed
To ensure the HR site on SharePoint is actively populated so that it is the first point of reference for all employees with HR queries
Manage the recruitment process – undertake he necessary admin for advert, deal with all correspondence from applicants, liaise with relevant manager, arrange interviews and ensure our recruitment procedure is adhered to
Prepare all job offer documentation including employee handbook
Proactively support new starters including the timely production of induction documentation and completing the welcome/HR induction on Day 1.
Manage all salary changes and notify/liaise with accountants on a monthly basis and at tax year end for P11D returns
Assist in the maintenance of adequate Health & Safety procedures within the company (i.e. first aiders, VDU risk assessments etc)
Ensure the relevant process and procedures are in place to enable the organisation to retain its IIP accreditation
Facilitate, where possible, the attainment of any relevant employer related accreditations
Support the Head of Operations in ensuring a Disaster Recovery Plan is in place and regularly reviewed and updated. Maintenance of updated emergency contact details for all employees and emergency communication dissemination process
Maintain uptodate sickness and holiday records for all BBF/Ngage employees (and BCC where appropriate). Summarise and report this information and identify any trends.
Proactively support the annual appraisal process and mid-year review. Ensure all appraisal documentation is up to date on employee files.
Office Management
To generally oversee the smooth running of the various offices. To help and cover where necessary. To include:-
Office maintenance (including cleaning).
Ensure annual PAT test is completed as per TCF requirements, arrange quotes and manage the supplier.
To maintain an up to date register of policies and procedures and alert where updates are necessary. Proatively maintain the policies ensuring they continue to be fit for purpose and up-to-date.
Answering the main Ngage (01494 568977)
Upholding the requirement for an office that creates the right impression to all visitors
Office Plants survival
Manage BBF/Ngage’s insurance requirements – advise on necessary cover, seek quotes and ensure cover is in place.
Maintain adequate First Aid supplies
Incoming post/outgoing post (including franking machine).
Archiving – maintain register and oversee procedure adherence. Ensure register is reviewed at least annually to ensure we don’t continue to store documents that are no longer required or should not be stored for any longer.
Update and maintain key register
Act as the first point of contact for all landlord related issues and represent us at the Tenants Forum
Ensure all facilities and office management related information is up-to-date and posted on SP
Manage any office moves and layout changes
Ensure all stationary/photocopier suppliers are maintained. Ensure copiers are kept in working order and liaise with maintenance supplier as necessary.
Ad hocSupport
General assistance to other areas of the business where possible
Office Manager –R&R April 2017