Office Manager

Xafinity Consulting Ltd; Stirling; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a proactive Office Manager to oversee daily operations in a vibrant office environment. This full-time role involves managing office administration, facilities, and procurement while ensuring a welcoming atmosphere for staff and visitors. You'll be the go-to person for all office-related matters, from coordinating events to managing budgets and health & safety compliance. If you thrive in a dynamic setting and have a knack for organization, this opportunity offers a chance to make a significant impact in a supportive and inclusive workplace. Join a company that values diversity and empowers its employees to reach their full potential.

Benefits

Annual discretionary bonus scheme

25 days holiday plus flexibility

Flexible bank holidays

Life assurance cover

Employee assistance programme

Access to digital GP service

Paid volunteering day

Staff referral scheme

Qualifications

• Experience in office management or property services roles is essential.
• Strong communication and organizational skills are required.

Responsibilities

• Manage daily office operations ensuring smooth functioning.
• Handle procurement and financial tasks related to office supplies.

Skills

Office Management

Communication Skills

Organizational Skills

Health and Safety Knowledge

Proficiency in Microsoft Office

Education

GCSE Maths and English (Grade 4/C or equivalent)

Tools

Procurify

Microsoft Office

Vitrue Health

Job description

At XPS Group we operate a hybrid/flexible working style. We are an equal opportunities employer and positively encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, sexual orientation, religion or belief. As part of our Disability Confident pledge we run the ‘Offer an interview’ scheme at XPS. If you have a disability and meet the ‘essential criteria’ described in the person specification for the role being applied for, you are guaranteed an interview.

Access to the Disability Confident scheme simply requires you to (1) Show you meet the essential criteria described in the person specification, and (2) In the Offer an Interview Scheme section on our application form tick the box for 'do you wish to be considered under the Guaranteed Interview Scheme?' If you are successful in your application you undertake pre-employment checks which include: Right to Work confirmation, DBS Disclosure check, Qualification checks, Employment and/or educational references covering five years & Satisfactory credit check.

If you have any questions or require further assistance, please email [e-mail].

The job requirements are detailed below. Where applicable the skills, qualifications and memberships required for this job have also been included. As disability confident committed, we will support all applicants throughout the recruitment process. Each stage of the process is inclusive and offers reasonable adjustments where required.

Job details

Contractual hours: 36.25

Basis: Full time

Job category/type: Central Functions

Date posted: 23/12/2024

Job reference: REQ002726

Office Manager

Stirling

Office Based

Full Time

Permanent

Ref: REQ002726

XPS Group is a leading UK consulting and administration business specialising in the pensions and insurance sectors. At XPS, our vision is to create a vibrant place to work where difference is recognised as a strength and where talented people can flourish and achieve their highest potential.

Our Facilities Management and Procurement business continues to grow and we are now looking for an experienced office manager to join our vibrant office with hybrid working. This is an exciting role and would most likely suit someone with previous experience in a similar office management role where they have gained knowledge and experience of managing a busy office.

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. We expect the Office Manager to be on site 5 days per week.

The Role

As an Office Manager with XPS you will:

Office Management and Administration

• Day to day management of the office, ensuring everything runs smoothly for staff, clients and visitors.
• Placing purchase requisitions in Procurify for FMP related goods and services including receipting and dealing with invoice queries.
• Working closely with the Office Head on local and national initiatives such as staff surveys, quarterly office briefings, etc.
• Taking part in regular team meetings with the wider FMP Team.
• Manning the reception desk, signing in visitors, managing the onsite meeting rooms, booking lunches, providing refreshments and clearing rooms.
• Booking of corporate travel for staff as per the Employee Expenses and Travel Policy.
• Providing secretarial support to the office, creating and amending documents as required, and managing the post room, including using a franking machine.
• Answering switchboard calls and redirecting queries to appropriate teams.
• Management of onsite parking spaces, visitor passes and CCTV system.

Facilities Management

• Management of local facilities suppliers, ensuring site services are carried out as they should be (cleaning, security, shredding etc.).
• Liaising directly with landlord on any local building issues, attending meetings as appropriate.
• Liaising closely with the FMP team for larger projects such as office moves and refurbishments.

Financial and Procurement

• Monitoring and reconciling the local premises budget, approving invoices and site corporate credit card holder.
• Work with the FMP 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.

Events

• Arranging 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

• 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.
• Working with the central Risk team to ensure that accurate records are maintained for audit purposes and assisting with the audit program.
• First Aider, Fire Marshall and Mental Health Ally for the office.

Your profile

• Previous experience in an office management or property services role.
• Minimum grade 4/C Maths and English GCSE (or equivalent).
• Live within a commutable distance to the office.
• 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.
• 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.

We offer an attractive reward package, typical benefits can include:

• Participation in annual discretionary Bonus Scheme.
• 25 days holiday plus flexibility to buy or sell holiday.
• Flexible Bank holidays.
• Flexible Benefits Scheme to support you in and out of work, helping you look after you and your family covering Security & Protection, Health & Wellbeing, Lifestyle.
• Life Assurance cover, four times basic salary.
• XPS Rewards (offers High Street discounts and savings from retailers and services providers as well as offers available via phone).
• Employee Assistance Programme for you and your household.
• Access to a digital GP service.
• Paid volunteering day when participating in Company organised events.
• Staff referral scheme when you introduce a friend to XPS.

What next:

If you feel XPS could be the next step on your career ladder, please apply directly via the links provided and we look forward to learning more about you. We will consider all applicants and respond swiftly.

Please discuss with the recruitment team, via phone or email, if you require any adjustments to the recruitment process. For example, we can provide materials in an alternative format, or give you extra time in interviews or tests.

The successful candidate will need to demonstrate the following requirements:

• Right to Work confirmation.
• Employment or educational references covering five years.
• Satisfactory credit check.

We continuously strive to build an inclusive workplace where all forms of diversity are valued, including age, background, disability, gender, gender identity, gender expression, race, religion or sexual orientation.

Please note we reserve the right to close our vacancies early and we only accept CVs direct from candidates or our preferred supplier list.

XPS try wherever possible to respond to all applicants if for any reason you have not heard from us within 28 days of your application, please assume you have been unsuccessful on this occasion.