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Office Manager

Reference: 20527

Location

Belfast

Salary

Competitive

Job Type

Permanent

Date Posted

07 November, 2022

O ur client is seeking to recruit an Office Manager to working directly with the managing partner. The Office Manager will provide office support to the management team, ensuring the office operates efficiently and effectively, acting as a central point of contact.

Business Support

To compile and coordinate management information and other data for the office/branch and central functions as required.

To assist in the preparation of office/branch expenditure budget.

To manage and monitor the office expenditure budgets providing regular reports to the Management team.

To coordinate all invoices coming into the office, authorising, or seeking authorisation and liaising with the Management team, Central Purchasing and Finance as required.

To check and authorise expense forms, oversee all billing requirements.

To monitor and maintain client and case information on ALB and Accounts required documentation.

To liaise with the Management Team on general guidance, administrative best practice, co-ordination of workflow and resource issues.

To deal with ad hoc matters, for example, facilitating audits, renewal of practicing certificates, arranging meetings and functions.

Reconcile month end accounts and liaise with finance department

Office Support

To liaise with the firm’s Estates Team and/or the property company personnel as required.

To coordinate, manage and monitor the health and safety of staff within the office, conducting workstation risk assessments and organising reasonable adjustments for staff and visitors as required, ensuring in compliance with Health and Safety.

To coordinate external providers of services to the office such as cleaning staff and other contractors ensuring a high level of service provision.

To assist with the administration of national supply contracts where required.

Deal with property matters as required including utilities, repairs, maintenance and contact with landlord’s agents, liaising with Estates and Purchasing Department as necessary.

Assist with the purchase and maintenance of office equipment and furnishings, order catering supplies, liaising with Estates and Purchasing Department as necessary.

Liaising with the Law Society in relation to audits and collecting information as required.

HR Support

To liaise and support employees to liaise with central HR Services in resolving specific HR issues.

To provide administrative support to the HR Business Partner as required and facilitate their support to the office and branch.

To maintain all personnel files in the office.

To liaise with central HR Services on changes to payroll monthly or as required.

To provide administrative support to regional managers to conduct return to work interviews following sickness absence and maintain records of return-to-work interviews.

Maintain office annual leave and sickness records.

Support local management with recruitment and selection assisting with associated administration and liaising with HR Services and the HR Business Partner as required.

Carry out the induction of new staff to the firm and the office and liaise with line managers to ensure that staff are inducted into their role, in accordance with the firm’s corporate Induction Programme and any local arrangements.

Work collaboratively with central HR team and HRBP to ensure an effective overall HR service to both branch staff and management.

Managing and Supervising People

To lead, motivate, train, guide and supervise a team of Administration Assistants.

To support Regional Managers with supervision of the Support Assistants as required.

To agree objectives, provide regular feedback, manage performance, and conduct reviews and appraisals with a team of Administrative Assistants and Support Assistants.

To maintain good employee relations in the office and branch through regular communication.

National Administrative Support

To support the national Heads in arranging, preparing, collating papers for, and deal with actions arising from Audits, Training Events, Functions and Regional/national meetings.

Liaison between IT and the Branch network regarding processes for the instruction of experts/obtaining of medical records. This includes reviewing internal processes, implementing revisions to such processes, liaising with the relevant staff.

Essential Criteria

Aptitude and proven track record of well-honed and highly effective organisational skills, with ability to identify what needs to be done and how best to achieve it

Previous experience of managing a varied secretarial/administrative role.

Experience of Microsoft Excel, Outlook, Word, and CRM systems.

Detailed knowledge and understanding of central operational administrative processes and systems.

Knowledge of HR, office, payroll, and finance procedures, and apply knowledge confidentially and consistently.

Knowledge of relevant Health and Safety legislation

Desirable Criteria

  • An understanding of and empathy with the Trade Union movement.
  • Experience of the Solicitors Accounting Regulations for NI

Next Steps:
Please submit your application or speak to a specialist consultant from the Abacus team on 0044 (0) 28 9031 3157 for a confidential discussion. We aim to respond to all inquiries within 4 business hours.
The team at Abacus manages a range of permanent and contract positions throughout Northern Ireland, the UK and the Republic of Ireland. If you are experienced and/or professionally qualified we can support your job search.
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