Office Manager

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Office Manager

Middlesbrough

Office based

Full Time

Permanent

Ref: REQ002671

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 team continues to grow and we are now looking for an experienced Office Manager to join our vibrant Middlesbrough office. This is an exciting role and would most likely suit someone with previous experience in a similar office manager role where they have gained knowledge and experience of managing a busy office.

A FTSE 250 company, XPS combines expertise and insight with advanced technology and analytics to address the needs of over 1,400 pension schemes and their sponsoring employers on an ongoing and project basis. We undertake pensions administration for over one million members and provide advisory services to schemes and corporate sponsors in respect of schemes of all sizes, including 88 with assets over £1bn. We also provide wider ranging support to insurance companies in the life and bulk annuities sector.

Our people drive our success and as an XPS employee you can bring your whole self to work - Everyone is treated equally and with respect. We will provide you with the support and training you need to grow and be at your very best. It's about inclusion and diversity, ensuring all our people feel included, that they belong to XPS and that they're happy. Above all, it's about ensuring everyone has a voice and feels valued. Because they are.

The Team

Our Office Managers are the heart and soul of our offices. They are responsible for facilities management as well as fostering a vibrant and inclusive atmosphere and enabling customer facing colleagues to be their best possible working selves. It is therefore essential that the Office Manager has their finger on the pulse of office dynamics to ensure actions can be taken, proactively and reactively, to create and maintain great places to work.

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 client events, sourcing associated venues, booking restaurants etc.
  • 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

Essential Criteria

• 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.

Desirable Criteria

• 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.

What we offer:

Find out more about Life at XPS

Find out more about Our People Approach

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

• Competitive salary
• Participation in annual discretionary Bonus Scheme
• 25 days holiday plus flexibility to buy or sell holiday
• Flexible Bank holidays
• Pension scheme, matching contribution structure
• Healthcare cash plan
• 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.

If you do not feel ready to apply or still have questions, please email us by clicking here

The successful candidate will need to demonstrate the following requirements:

• Right to Work confirmation
• DBS Disclosure check
• 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.