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Office Manager
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- Posted By: CLD Recruitment
- Address:
- Contact: 0113 222 1300
- Date Posted: 2nd Jul 2008
- Salary: £30,000 to £33,000
- Location: Leeds (LS1)
- Reference Code: LB3548
- Views Since Posting: 3
- Full Description:
We are currently seeking an experienced office manager, who has experience of managing staff at all levels, dealing with issues from HR to workload management and finance. The successful applicant will be working for this leading organising based in the centre of Leeds, you will be based out of their fabulous offices in the heart of the business district.
MAIN DUTIES:
1. HR
1.1 Ensure adequate secretarial cover in the office by ensuring that there is adequate cover for holidays and sickness.
1.2 Review secretarial workloads and action change as necessary.
1.3 Conduct local office PDRs for secretaries and support staff liaising with Practice Manager and OLH for overall scoring.
1.4 Ensure that PDR appointments are entered into the relevant diaries and conducted within the required timescales.
1.5 Conduct probation reviews for secretarial staff and ensure that reviews for fee earners are also conducted in a timely fashion. Ensure compliance with probation process for all new joiners in the office/PG.
1.6 Conduct RTWs and initial performance related discussions in relation to lateness, absence or behaviour that is out of line with the firm's visions and values. Take appropriate action to correct, as necessary.
1.7 Deal with any ad hoc secretarial issues raised.
1.8 Co-ordinate and manage trainee and new starters inductions into the department.
1.9 Administer the completion of recruitment requisitions, challenging ratios and utilisation as necessary.
1.10 Responsibility for the HR database - logging absence and making any relevant amendments.
1.11 Implement salary review process for local site.
1.12 Conduct recruitment interviews for secretaries, manage through to offer stage.
2. Finance
2.1 Ensure that all monthly reports are run and circulated to fee earners.
2.2 Review monthly management reports with OLH to address any areas where KPIs are not being achieved across the site
2.3 Review all debts over 60 days with relevant fee earners/credit control on a monthly basis across the site
2.4 Review all WIP with relevant legal adviser on a monthly basis.
2.5 Ensure that WIP is billed and follow through delays with fee earners.
2.6 Ensure that all time recording is up to date utilising the Carpe Diem reporting facility.
2.7 Arrange any bespoke reports for fee earners.
2.8 Ensure that monthly billing is carried out, in accordance with the OLH and Practice Group Manager, and that all invoices are despatched.
2.9 Provide monthly billing estimates showing estimates against budgets.
2.10 Liaise with finance department/fee earners to resolve any account queries.
2.11 Maintain list of client exception rates.
2.12 Maintain control of training, staff welfare and hospitality budgets across Leeds and Manchester.
3. Marketing
3.1 Order material/books and ensure that these are up to date.
3.2 Prepare presentations and materials for pitches/tenders.
3.3 Prepare marketing activity reports
3.4 Manage department tenders and critical dates diary.
4. General duties
4.1 Arrange and conduct 1:1 and team meetings, to deliver performance feedback, wider messages etc.
4.2 Arrange H&S assessments with work station rep.
4.3 Attend HYS and other communication initiatives and encourage attendance from the department.
4.4 Report any issues to the Practice Manager where new initiatives are failing or not being adhered to.
4.5 Arrange social functions/team building events in accordance with the Practice Manager.
Applicants must have experience in all areas of this role along with experience of working within a similar environment.
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