Office Manager

PYVITAL; Newton-le-Willows; On-site; GBP 40,000 - 55,000; Full time

Job summary

PYVITAL is seeking an Office Manager & AI Champion to join our team in the United Kingdom. This hands-on administrative role blends HR, H&S, and general business support with AI, coding and process automation to make day-to-day operations faster and more reliable.

You will act as the internal AI and digital efficiency champion, identify repetitive tasks, and develop practical solutions using Python, VBA and Power Automate, while supporting senior leadership and collaborating across HR, Fleet,

Qualifications

• Hands-on experience using AI tools to improve administrative processes.
• Proficient with MS 365 applications and data handling.
• Ability to write simple scripts and automate routine tasks.
• Experience supporting HR, H&S, Fleet, Accounts or payroll processes.

Responsibilities

• HR Administration: contracts, letters, starter/leaver processes and records.
• AI, Coding & Process Automation: identify improvements, build scripts and automations.
• Cross-Department AI Support: assist HR, Fleet, Accounts and Payroll with AI tools.
• Health & Safety Administration: manage documentation, risk assessments and training records.
• Office & Business Administration: diary management, facilities, and general admin support.
• Deliver simple AI workshops and train colleagues in using digital tools.

Skills

Hands-on technical ability

MS 365 proficiency

Cross-department collaboration

Strong communicator

Tools

Python

VBA

Power Automate

Job description

Location: Office-Based (Occasional Travel to Other Sites)

Contract Type: Full-time, Permanent

About the Role:

We’re recruiting for an Office Manager & AI Champion to join a growing organisation in a unique role combining HR and Health & Safety administration, general business support, AI, coding and process automation.

This is first and foremost a hands-on administrative and process-focused role, rather than a specialist HR, Health & Safety or IT position. You’ll take ownership of the day-to-day administration that keeps key business functions running smoothly, while using AI and digital tools to make those processes faster, smarter and more consistent.

A major part of the role will be acting as the organisation’s internal AI and digital efficiency champion. You’ll identify repetitive or manual administrative processes across HR, H&S, Fleet, Accounts and Payroll and develop practical solutions using AI, coding, scripts and automation tools.

You don't need to be a full-time software developer, but you must have genuine hands‑on technical ability and be comfortable building simple tools, writing scripts and showing non-technical colleagues how AI can improve the way they work.

Working closely with senior leadership, you'll have the opportunity to make a visible impact on how the organisation operates day to day.

Key Responsibilities:

HR Administration

• Manage day-to-day HR administration including contracts, offer letters and starter/leaver processes
• Maintain accurate employee files, right-to-work documentation, training records, absence and holiday information
• Coordinate recruitment administration including interviews, candidate communication and applicant tracking
• Support probation reviews, performance review cycles and employee relations administration
• Produce HR reports and management information for senior leadership
• Use AI tools to improve the efficiency, accuracy and consistency of HR administration
• Escalate matters requiring specialist employment law advice to external HR support

AI, Coding & Process Automation

• Act as the organisation's internal AI and digital systems champion
• Identify repetitive administrative processes that could be improved or automated using technology
• Build simple scripts, macros, templates and automations using tools such as Python, VBA, Power Automate or similar
• Develop AI-assisted workflows for document drafting, reporting, data processing and record summarisation
• Explore practical uses of tools such as Microsoft Copilot, ChatGPT and Claude across different departments
• Support the development of simple dashboards and reporting tools
• Test and recommend new AI tools where there is a clear and practical business benefit
• Work with external AI/IT specialists where more complex development or integration is required

Cross-Department AI Support

• Support HR with AI-assisted documentation, reporting and administrative workflows
• Help Fleet and Workshop teams improve scheduling, defect tracking and maintenance records
• Support Accounts with invoice checking, data validation and reconciliation tools
• Help Payroll automate timesheet checks, identify anomalies and improve processing efficiency
• Train colleagues to use AI and digital tools confidently, effectively and safely
• Deliver simple workshops and one-to-one training for colleagues with different levels of technical ability

Health & Safety Administration

• Coordinate day-to-day H&S administration and documentation
• Maintain risk assessment templates, method statements and site induction records
• Manage H&S training schedules, certification renewals and toolbox talk records
• Log incidents and near misses and track follow-up actions
• Maintain accurate, audit-ready documentation
• Support accreditation renewals by coordinating documentation for external H&S specialists
• Use AI and digital tools to improve H&S administration and reporting
• Produce straightforward dashboards and summaries for senior management

Office & Business Administration

• Support the smooth day-to-day running of the office
• Manage supplies, facilities, post, telephone and visitor administration
• Support senior leadership with diary management, meeting coordination and minute-taking
• Maintain organised digital and physical document control systems
• Provide administrative support on ad hoc projects across the wider Group

Candidate Profile:

• Strong previous experience within HR administration, business administration or office management
• Practical experience managing HR processes including employee records, recruitment coordination and starters/leavers
• Exposure to H&S administration such as training records, inductions, documentation or incident reporting
• Demonstrable hands‑on experience using AI tools to improve business or administrative processes
• Practical coding or scripting ability, using Python, VBA, SQL or similar
• Strong understanding of how automation can reduce repetitive administrative work
• Excellent Microsoft 365 skills, particularly Excel, Word, Outlook, SharePoint and Teams
• Confident communicator who can explain technical concepts simply to non-technical colleagues
• Highly organised with excellent attention to detail and discretion when handling confidential information
• Proactive problem‑solver who enjoys finding smarter and more efficient ways of working
• Comfortable working across multiple departments and managing varied priorities
• Experience using Power Automate, Zapier or other low‑code automation platforms
• Experience creating internal dashboards or automated reporting
• Exposure to HR/payroll, accounting or fleet management systems
• Experience within construction, civils, utilities, plant hire or another operational/regulated environment
• Previous experience delivering AI, systems or technology training to colleagues
• CIPD, IOSH or NEBOSH exposure or qualifications – although these are not required for this administrative‑level role
• Experience within a multi‑site or multi‑entity organisation

What Our Client Offers:

• A unique role combining business administration with AI, coding and automation
• Opportunity to become the internal lead for practical AI adoption across multiple departments
• Direct exposure to senior business leadership
• Scope to identify problems and build practical solutions rather than simply following existing processes
• Broad exposure across HR, H&S, Fleet, Accounts and Payroll
• Opportunity to develop technical, operational and business skills within one position
• Full-time, permanent opportunity within a growing organisation