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Office Manager Job Vacancy in Birmingham, England, UK
Trowers & Hamlins
Where you’ll work
This role is responsible for ensuring an efficient and effective administration service is provided to the Birmingham office in order to provide for the smooth operation of the day to day business of the firm. A degree of flexibility is inherent in the role. There follows a list of duties which is not exhaustive. It will evolve and may be added to or amended over time.
What you’ll be doing
Liaising with Senior Operations Manager and Support Services Directors to ensure a firm wide consistent and on-budget approach to the provision of administration services
Assuming responsibility for safety and facilities management in the office
Reviewing, identifying and implementing improved working practices and consistent adherence to Firmwide policies and procedures
Monitoring and reporting regularly on the activities of the Birmingham office to the partners
Liaising with library regarding books, journals and other research materials
Liaising with T&H IS Department on all office IS matters including training requirements, telephone systems, web conferencing, fault reporting, printers, system upgrades
Assistance with planning and logistics of deployment of technology
Maintenance of office IS inventory
Liaising with T&H Servicedesk to resolve any hardware problems.
Ensuring all support staff are trained on IS systems required for the proper performance of their duties.
Liaison with IS for the set up for Starters, Leavers, temporary staff and visitors
Liaison with Finance department to ensure no unbudgeted expenditure is incurred
Approval of Birmingham Operations budgeted items prior to submission to Finance for payment
Liaison with Marketing department on all Marketing activities in the Birmingham office, including
Ensuring adequate up to date marketing materials are displayed in reception
Organising and assisting as requested with staff and marketing events
Assisting with planning and management of seminars
Promoting and monitoring house style and branding
Lexcel / File Management
Liaison with the Birmingham Lexcel Partner to ensure office and support staff adherence to the firm wide file management policies and procedures
Creation and maintenance of the Office Manual including constant monitoring and review of the office procedures and systems and identifying areas for improvement
Maintaining the file opening, management and closing procedures in accordance with Firmwide procedures.
Keeping securely all essential office administration records and files
Reminding all staff regularly about office confidentiality and office procedures.
To assist with local induction of new joiners
To assist with recruitment of support staff for the office
To supervise business support staff where appropriate
To ensure Firmwide overtime policies and procedures are adhered to
To assist with day to day support staff issues in collaboration with the HR department and to escalate matters where appropriate
Liaison with Secretarial Services manager in supervision of PA’s and TA’s Responsibilities include holiday approvals, allocation of support to Fee earners (for PA’s) and ensuing adequate cover is provided during absence periods.
Planning and managing internal office moves including updates to the Intranet, Condeco desk booking and seating plans
Handling maintenance issues
Liaising with office cleaners
Management of security arrangements including access passes for permanent and temporary staff.
Providing details of expected visitors to security
Maintaining good relationship with Landlord’s agent and on site security
Liaising with other tenants as necessary
Supervision of General Office and Central Registry staff including holiday approvals and ensuring adequate cover is provided during absence periods.
Responsibility for stationery stocks and other office equipment. Monitoring orders and approval of budgeted costs
Coordination of the office Evolvi rail and hotel booking procedures
Management of incoming and outgoing post, faxes and DX, collections and deliveries
Responsibility for the Central Registry function, recording and retrieval of deeds and archiving and retrieval of files
Front of House Liaison
Liaison with Head of Front of House Services UK on supervision of Front of House staff. Responsibilities include holiday approvals and ensuing adequate cover is provided during absence periods.
Liaison with Front of House in London and Birmingham to oversee the operation of the following activities
Ordering and maintaining adequate refreshments, catering supplies and flowers
Arranging appropriate newspaper and magazine subscriptions for the reception area
Presentation, booking and set up of meeting rooms including Web conferencing/AV and catering facilities
Meeting and greeting visitors including internal guests and arrangements for desks for internal guests
Health and Safety
Liaison with Facilities Manager to oversee the operation of the following activities
H&S inductions for new staff and secondments to the Birmingham office
Liaison on H&S risk assessments for new staff and after internal desk moves
Arranging appointment of and training for Fire wardens and First aiders
Liaising with our external H&S Consultant during annual review and audits
What you’ll need
Ability to prioritise work effectively and meet deadlines
Good leadership and people management skills
An ability to operate autonomously with minimum supervision
Common sense and an ability to devise practical solutions
A responsible and reliable individual
Drive and enthusiasm
A strong team player
Ability to use initiative
A positive and proactive attitude
Flexibility and commitment
IWFM qualification or a desire to study (desirable)
Office Manager experience within a professional services environment (essential)
Experience in a law firm (desirable)
As part of our firm recruitment policy our candidates are subject to employment screening background checks. These checks include personal details, education and employment history, professional qualifications and credit and criminal checks as appropriate.
Trowers & Hamlins is an equal opportunities employer and values diversity and inclusion. All applications will be considered on merit and the applicant’s suitability to meet the requirements of the role and will be treated equally irrespective of Ethnicity, Gender (including Trans and non-binary) Race, Disability, Religion and sexual orientation.