PA / Office Manager

PA / Office Manager
Location: HMP Bullingdon, Patrick Haugh Road, Bicester, OX25 1PZ
Start Date: 14-Oct-24
End Date: 01-Jul-26 (extension to perm)

Key Responsibilities:
Executive Support: Provide support to Directors and Senior Management Team with day-to-day operations.

Diary Management: Manage the Regional Director’s diary, coordinating both internal and external meetings and ensuring all scheduling is efficient and effective.

Report Preparation: Produce Board Reports and Contract Review reports on a monthly basis, ensuring accuracy and timeliness.

Meeting Coordination: Book external meeting rooms for Directors and manage Solihull office meeting room bookings. Oversee the arrangements for meetings held at the Regional Office.

Expense Processing: Handle the processing of Director(s)’ expenses, ensuring timely submission and tracking.

Facilities Management: Manage contract cleaners to maintain high cleanliness standards in the office. Liaise with the maintenance company for both planned and reactive maintenance tasks to ensure the smooth operation of the office.

Reception Oversight: Ensure the smooth operation of the reception area.

Office Supplies: Maintain adequate office supplies, including kitchenette supplies, stationery, PPE, and Kier-branded clothing, placing orders via the online portal as needed.

IT Support: Assist with hardware and peripherals orders, support the onboarding of new starters, and liaise with the IT team as required.

Document Management: Manage the printing, ordering, and distribution of drawings and documents via reprographics. Provide occasional administrative support to the preconstruction department as needed.

Team Collaboration: Proactively assist the team with tasks and maintain a flexible approach to ensure effective teamwork.

Qualities and Requirements:
Confidentiality: Ability to handle sensitive information with discretion.
Organisation: Strong organisational skills, able to manage multiple responsibilities simultaneously.
Attention to Detail: High attention to detail, especially when preparing reports and handling documentation.
Proactive Attitude: Ability to anticipate needs and take initiative.
Team Player: Strong interpersonal skills and the ability to collaborate effectively with colleagues.

Apply using the link below,