HR & Office Manager

HR & Office Manager

• HR & Office Manager
• Newbury
• 11-Month Fixed Term Contract
• Part time – 20 hours per week over 4/5 days
• £25,714

Our client is a professional services company based in Newbury and they have a requirement for an HR and Office Manager to join their business. As part of the business support services team this individual will also works collaboratively across all departments, providing administrative, financial and personnel support so the rest of the business can succeed in achieving their targets in line with important objectives.

This is a Maternity Cover role working 20 hours per week until 31.3.26.

Hours to be spread over 4 or 5 days. A minimum of 3 days per week in the office in Newbury is required.

Candidates must have experience in HR and Office Management as this is a dual role.

Qualifications / Experience required

Qualified to CIPD Level 5. (CIPD Level 3 with ample HR experience considered).

Good knowledge of Microsoft packages (Word, Excel, Power Point, etc.) Good level of written and verbal communication.

Good workload management, time management and task prioritisation skills. Experience in working with tasks of a confidential nature.

A wealth of Office Management experience is desired.

Personal Skills

Strong communicator.

Ability to create positive relationships with other teams, suppliers and customers.

Adaptable team player — working closely with the rest of the Business Services Team.

Independent & proactive – Able to work with little supervision Innovative – Suggest ways to improve or automate processes.

Professional & discreet.

Committed to continuous improvement and professional development.

Main Duties

HR

You will be in a stand alone HR role with support of an external HR Consultancy.

Working collaboratively with the external HR team to deliver an excellent standard of HR support to the company. You will be the first point of call for employees seeking HR advice/support. You will have the knowledge to deal with HR issues up to a Level 5 CIPD qualification but know when to filter issues which are above your experience/qualification, up for external support and guidance.

Oversee the recruitment process including managing the onboarding of new recruitment agencies, ensuring the correct authority has been obtained to recruit and have a active role in interviews.

Management and administration of reward and benefit offerings, including but not limited to, the company private health policy, pension, and life insurance.

Capture and analyse employee feedback and data, sharing this with the Leadership Team to inform continuous development and improvement initiatives. Taking a leading role in the annual employee satisfaction survey.

Ensure there are appropriate HR policies, processes, documents, and systems in place and make recommendations to the leadership team for improvements in line with best practice and employment law. Responsible for reviewing and updating of this documentation annually or as required.

Administration of all HR documentation including but not limited to job offer letters, employment contracts, resignation acceptance letters and right to work checks.

Management of the HR system , ensuring that data is up to date at all times.

Management of the onboarding and leavers processes including inductions and exit interviews. Management of employee training. This includes assisting to identify training needs, managing online training modules, and coaching where appropriate.

Develop and deliver effective plans to improve our processes around performance review, learning and development, talent management and succession planning.

Office Management/Facilities

Liaising with our landlord on office maintenance issues (air con, maintenance work happening, etc.) and cooperating with requests which impact the building such as call point testing, granting access in conjunction with the Business Services Assistant.

Managing external office suppliers and contractors such as the cleaners, plant maintenance and waste contracts to ensure they provide the best service to Vanson Bourne in conjunction with the Business Services Assistant.

Manage employee benefit insurance policies and negotiate renewal terms.

Help with answering the phone and handling incoming calls.

Help effectively monitor of Company’s shared inboxes (Accounts, Enquiries and IT).

Health & Safety

Management of Health & Safety across the business. Ensuring the company is compliant with relevant Health & Safety regulations and best practice. Making sure Health & Safety procedures are complied with within the office setting and report/act on any non-conformant issues. Supporting the Operations/Research Director in ensuring the business is compliant with regulations such as data protection & GDPR.

Lead First Aider and Lead Fire Marshall — Training will be provided.

Working with the Business Services Assistant and overseeing the coordination of annual Health and Safety requirements such as PAT testing, servicing of H&S/office equipment (fire extinguishers, etc.) and first aid/fire marshal training/certifications.

Oversee management of IT infrastructure such as day to day IT support for the business in conjunction with the Business Services team.

IT

Working alongside our external IT training supplier to manage the company IT security training and ad-hoc employee testing & reporting in conjunction with the Business Services team.

Social Events

Oversee the organisation and sign off of company social events in conjunction with the Business Services Assistant. Ensuring all events are handled on time and to budget.

Other

Responsible for identifying areas for improvement and efficiencies across the relevant functions.

Ensuring Business Services support the company’s needs and strategy plans.

Provide holiday cover for the Business Services Assistant — Business Services functions only, including but not limited to covering following tasks:

Management of all enquiries, visitors, and deliveries/post.

Booking venues, lunches/catering and meetings as requested.

Keeping log ins and passwords updated on the shared secure portal.

Management of supplier onboarding.

Ensuring stocks are replenished; consumables, stationary, first aid kits, etc.

Supplying employees with seasonal treats.

Ensuring the office looks presentable and keeping the staff noticeboards updated with latest news and events.

Finance

Annual administration and benchmarking of salary bandings for the company.

Assist with payroll and pension administration.

Management of mobile phone contracts in conjunction with the Business Services Assistant. Support the Finance Director with other tasks as required.

Benefits:

Included in the performance-related company bonus scheme after completing 6 months and successfully passing the probationary period.

Health cash plan, Medicash — after successful completion of probationary period.

Life insurance – after successful completion of probationary period.

Enrolment in company pension scheme from day one of employment.

Cycle to work and tech schemes – after successful completion of probationary period.

25 days annual leave (pro-rata for part time employees) which increases with length of service up to 30 days per annum (pro-rata for part-time employees).

Annual company events.

Modern town centre office environment.

Office parking.

If this role is of interest, please email us your CV today or call us to discuss the position further. We look forward to speaking with you.