Part Time Administration Manager (15 hours a week remote working)

Location:Woking
Salary:£35,000- £40,000 pro-rata
Type:Permanent
Sector:Administration

 

The role of the Administration Manager is to own and manage operational activities associated with running the company; driving quality, results and ensuring an excellent customer experience. The Administration Manager is the glue that holds together the operational functions for the company, and is the go to person for partners, staff and suppliers.

The Administration Manager also acts as the liaison point for our global offices.

Staff leadership and development

  • Lead the Operations team (approximately 10 part time staff), ensuring they are supported and helped to develop to the best of their abilities NB: the staff are not on a career path but need a go-to person to keep the group together and maintain the sense of community
  • Employ temporary administration support as required for occasional peaks in work
  • Review and enhance internal operational processes on an ongoing basis to ensure efficiency and effectiveness of the team
  • Run monthly team meetings
  • Conduct the HR processes for the Operations team, e.g. annual performance management process, induction, contracts, changes to contracts, job descriptions etc
  • Keep abreast of changes in Employment law
  • Manage the relationship with the external employment lawyers
  • Recruitment – advertising, interviewing and paperwork, induction of new staff
  • Arrange equipment for staff: laptops, phones etc
  • Make sure staff have the right access to corporate data, and keep this maintained
  • Make sure staff undertake annual mandatory training – GDPR, Cybersecurity and any others that arise
  • Manage the Kickstart programme (while its in place), from the relationship with the DWP through to recruiting, engaging and supporting the employee

Legal

  • Ensure the relevant insurance and indemnity policies are in place for the company
  • Complete legally required documentation on request

 

Management Team and Strategy

  • Create and facilitate the development of the annual strategy for the company (Word document and Excel)
  • Manage and maintain the team action log
  • Organise the meetings and the agendas (3 day strategy meeting in January, 2 hour meeting every month, partner meeting mid-year)

Business Development

Provide support to the Operations team and the Finance Manager on the use of and reporting from Pipedrive (the sales software used by  Leadership team)

Finance

  • Provide support to and cover for the Finance Manager in periods of absence
  • Work with suppliers – identifying new suppliers where required, agreeing contracts, processing invoices, tracking spend and handling any queries
  • Review and approve staff expenses
  • Input supplier invoices and cross-charge to the other offices as required

General Operational/IT activities

  • Manage the relationship with Voipfone (our virtual phone system), setting up the configuration when required
  • Pair up with the Finance Manager to answer incoming phone calls to the switchboard
  • Manage the relationship with the mobile phone supplier and ensure upgrades happen when required
  • Be the liaison point for the company
  • Manage user licences on Pipedrive and Zoom
  • Manage Google accounts and access to Google Drive, doing regular housekeeping of the data

Required knowledge, skills and experience

Experience

  • Experience of working across multiple disciplines in one or more organisations
  • Leadership experience – minimum of 5 years
  • Good working knowledge of book keeping and accounting principles
  • Good working knowledge of IT in the office environment
  • Good working knowledge of business principles and what makes a business run smoothly and profitably
  • Good working knowledge of business development – sales and marketing
  • Good working knowledge of employment law

 

           

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