Office Manager

BIICL (British Institute of International and Comparative Law); London; On-site; GBP 35,000 - 45,000; Full time

Job summary

The British Institute of International and Comparative Law is seeking a proactive and well-organised Office Manager to oversee daily office operations and administrative support. This mid-senior level role involves coordination with management, HR duties, and ensuring a welcoming work environment. The ideal candidate will possess strong organisational skills, a can-do attitude, and relevant experience in office management and HR administration. This position provides an excellent opportunity to contribute to a leading research institution in London.

Qualifications

• Excellent organisational and communication skills.
• Collaborative team player with flexible work ability.
• Experience in HR administration and knowledge of health and safety standards.

Responsibilities

• Oversee daily office operations and maintain a professional environment.
• Manage staff recruitment and onboarding processes.
• Provide executive support to the BIICL Director and assist with governance.

Skills

Organisational skills

Communication skills

Attention to detail

Collaboration

Education

Proven track record as an Office Manager

Experience in HR administration

Tools

MS Office

CRM databases

Job description

We are looking for an enthusiastic and highly organised individual to be responsible for our day-to-day office management. This is a pivotal role in keeping our office running smoothly and providing a welcoming and safe environment for staff and visitors.

The role

Duties

The person will report jointly to the BIICL Director and the Director of Governance and Operations and will carry out the following duties:

General Management

• Overseeing daily office operations and maintaining a professional, welcoming environment.
• Being the first point of contact for calls, visitors, and general office enquiries.
• Handling outgoing and incoming mail and deliveries and ensuring efficient distribution.
• Oversight of facilities and day-to-day liaison with building management to ensure facilities are well-maintained.
• Purchasing of office supplies, furniture and non-IT equipment.
• Maintaining and reviewing insurance policies (with Director of Governance and Operations).
• Managing building access control systems and office security.
• Acting as a fire marshal and assisting with Health & Safety compliance, including workstation assessments for new staff and first aid training requirements.
• Leading on arrangements for social and team activities, e.g. staff Christmas party and other team building activities.
  
  

HR Administration

• Maintaining staff personnel files and holiday and sick leave records.
• Day-to-day management of staff recruitment including placing of advertisements and arrangements for shortlisting/interviewing.
• Assisting in the induction of new staff, volunteers and visiting fellows including maintaining and updating the induction pack and ensuring any compulsory training takes place (with Director of Governance & Operations).
• Co-ordinating arrangements for annual staff appraisals.
• Co-ordination of BIICL’s Volunteer and Visiting Fellow programmes (with Director of Training).
• Day-to day liaison with WorkNest (external providers of employment law support) including annual review of policies, contract and Staff Handbook.
  
  

Executive and Governance Support

• Providing executive support to the BIICL Director, including diary management and correspondence, plus occasional assistance to Centre Heads.
• Acting as Secretary to the BIICL Management Board, including producing agenda, circulating papers and writing up action notes.
• Assisting with arrangements for major events such as the Annual Grotius and Weinrebe Lectures.
• Co-ordinating contributions to the Quarterly Research Bulletin.
• Other administrative assistance, as required.
  
  

Person specification

• Excellent organisational, administrative and communication skills.
• Ability to work professionally with senior figures outside the organisation.
• Proven track record as an Office Manager, or in a similar role, preferably with experience of working in a smaller organisation.
• A collaborative and collegial team player, with the ability to work flexibly across a range of areas.
• Can-do attitude with a high attention to detail.
• Good writing skills.
• Proficient user of office software (e.g. MS Office, Teams).
• Knowledge of health and safety standards and procedures.
• Some experience of HR administration (desirable).
• Experience of using CRM databases (desirable).

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Research

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