Office Manager & Personal Assistant

About this role

Office Manager & Personal Assistant 📍 Location: Derby 🕒 Employment type: Full-time 👥 Your Future Team We are looking for a highly organised, proactive and approachable Office Manager & Personal Assistant to become the central point of support for our Derby office. This is a varied and rewarding position combining office management, facilities coordination, administration and personal assistant support. You will play an important part in creating an efficient, welcoming and productive workplace, ensuring the smooth day-to-day running of the office while supporting the Business Unit Director, local management and employees.

🎯 Your Missions 🏢 Office Management and Facilities 🔹 Welcome and assist visitors, creating a professional first impression. 🔹 Oversee the day-to-day operation of the Derby office. 🔹 Coordinate facilities activities and liaise with contractors, suppliers and service providers. 🔹 Manage office supplies, stationery and equipment requirements. 🔹 Coordinate desk allocation, meeting room bookings and the effective use of office space.

🔹 Manage office access passes and visitor arrangements. 🔹 Coordinate IT equipment requirements for new starters and leavers. 🔹 Support office compliance activities, including health, safety and security requirements. 🔹 Act as the Office Fire Marshal, First Aider and Responsible Health and Safety Officer. Training can be provided where required. 🔹 Maintain office noticeboards and workplace communications. 📅 Personal Assistant and Administrative Support 🔹 Manage diaries and meeting schedules for the Business Unit Director.

🔹 Monitor correspondence and support administrative follow-up where required. 🔹 Prepare meeting packs, presentations and other business documents. 🔹 Organise meetings, take minutes where required and monitor actions through to completion. 🔹 Act as a key point of contact for internal and external stakeholders. 🔹 Handle confidential and sensitive information professionally and discreetly. 🔹 Coordinate meeting rooms, catering and hospitality requirements.

🔹 Arrange travel and accommodation where required. 🤝 People and Culture Support 🔹 Support the onboarding of new employees and contractors. 🔹 Coordinate Day One inductions and office orientation activities. 🔹 Organise employee meetings, engagement activities and social events. 🔹 Prepare and distribute office updates and communications. 🔹 Maintain organisational charts and relevant office records. 🔹 Identify opportunities to improve office administration and working practices.