Description
This role is to support the business and ensure effective day to day running of the office and facilities, making sure our office is set up for the day ahead and closed down again at night with minimum disruption to our fee earning colleagues as possible.
Department: Business Support
Location: Dunfermline
To co-ordinate the activities of the Business Support team to ensure service delivery and continuity of support across the office, looking for opportunities to support our fee earning colleagues to deliver the higher value work that they are skilled to do. Removing the administrative in nature tasks from their workloads and enhancing our remit and administration skills in the business support team, dealing with the day to day challenges of running a building such as adverse weather issues, urgent repairs, and liaising with our cleaning contractor and other tradespeople.
Key Responsibilities
- Oversee the day-to-day operation of the building and the facilities in respect of: Health & Safety (facilitation of DSE assessments, fire risk assessment etc.) & Maintenance (monthly and ad hoc checks) and contractor liaison.
- Oversee the ordering of all office and cleaning supplies, looking for best value. Ensuring clean and tidy, office, meeting and toilet facilities.
- Ordering and serving office lunches as and when required.
- Oversee all data required for our insurance applications, ICAS and training submissions, assisting the office lead to ensure we meet all regulatory deadlines and requirements.
- Oversee any travel and other office space hire requirements ensuring efficient cost and net zero arrangements.
- Lead the office Induction for new employees, this includes preparation work before and after the induction day, liaising with the HR team to make sure the new start is set up correctly, a seat has been allocated and all software has been provided.
- Lead the 360 committee – facilitating fundraising activities and office social events. Attend directors meeting to provide an update on the business support and facilities activities.
- Allocate and coordinate the new client allocations for client managers, tax assistants etc and summarise wins/losses for Ops Manager monthly so it can be fed into resourcing.
- Take ownership of ad hoc projects that require business support assistance – i.e. reallocation of clients, updating new field on CCH, data cleanse, ad hoc mail merges etc.
- Work closely with onsite IT support to learn the intricacies of CCH reporting.
- Line management responsibility for the business support team, including holiday approvals, 1‑2‑1’s, and ongoing performance appraisals.
Skills, Knowledge & Expertise
- Ability to use/learn software and systems operated by the company as appropriate (e.g. CCH, Xero (admin wise)).
- To have an excellent understanding of Outlook and any other packages which are relevant to the role. To have an excellent understanding of Microsoft Word, Excel and PowerPoint.
- Accurate keyboard skills and ability to accurately proofread work undertaken.
- To develop and maintain good working relationships with own team and the wider team.
- Ability to work to deadlines and to be flexible as regards the hours and assignments worked.
- Ability to prioritise own work and the workload of others.
Job Benefits
- 25 days annual leave (increases with length of service) plus normal statutory bank holidays.
- Hybrid and flexible work options.
- Buy and sell annual leave.
- Life assurance.
- Private medical.
- Cycle to work scheme.
- Greener car scheme.
- Regular development reviews and training.
- Group staff pension scheme.
- Discounted shopping platform.
#J-18808-Ljbffr