Interim Business Operations Manager

Job
from Crown Agents
Closing date: 08 Dec 2019

Interim Business Operations Manager

Location: in our HQ in London (close to Blackfriars station)

Duration: 12 months

This is a 12-month fixed term maternity cover role. The role is responsible for providing high level reception, office and administration support. Reporting to the Chief Executive Management Assistant, the Business Operations Manager will be responsible for the receptionist and the day to day running of front of house and UK office as well as:

  • Managing excellent standards in front of house area
  • Demonstrate excellent customer focus and service
  • Work as a team to positively support staff and visitors
  • Providing excellent first impression to all visitors
  • Providing comprehensive administration support such as filing, booking visitors, invoice monitoring, etc.
  • Drive customer focus through management of staff and company process
  • Line manager and mentor the Receptionist
  • Provide Health and Safety and guidance for a serviced facility
  • Work as a team and manage effectively to positively support growth of the company

Reception

  • Cover front of house in the absence of the receptionist
  • Carry out regular checks and maintaining of all communal areas, kitchen and meeting rooms for good housekeeping and cleanliness

Management

  • Line management of the Receptionist
  • Maintain budget responsibility for Office Operations under Executive Directorate
  • Maintain a constant focus on customer service, (internal and external), embracing Crown Agents values, striving to create or improve processes and procedures that will enhance service delivery

Post & Stationary

  • Check and maintain stationary stock levels with appropriate approvals, through Crown Agents agreed suppliers
  • Manage franking machine
  • Manage courier invoicing

Supplier Management

  • Cross reference and sort supplier invoices for approval
  • Account manage suppliers’ contracts to ensure that we are receiving best level of customer service and rates. Challenging contracts and sourcing new supplier where necessary. Including and not limited to:
  • Courier Service and Franking Machine
  • Documentation Store, ensuring we meet GPDR standards
  • Stationary
  • Catering and Hospitality
  • Office Plants – Indoor Garden Design
  • Vending Machines
  • Waste, including overseeing the compliance and process for recycling and confidential waste
  • Cleaning Services
  • Water Taps
  • Blue Fin Yearly Service Contract and Basement Space

Health & Safety and Security

  • Liaise with the Blue Fin Facilities team regarding security procedures
  • Carry out regular inspections to monitor compliance with H&S regulations
  • Maintain and monitor HS&S logs and investigate accidents occurring within the Crown Agents leased area; undertake risk assessments and ensure follow-up
  • Implement fire and evacuation procedures aligned to Blue Fin procedures
  • Monitor Fire Wardens and First Aid coverage for Blue Fin office, ensuring that all training requirements are to date

Facilities Management

  • Manage contracts and Blue Fin facilities team when onsite completing maintenance works
  • Carry out regular maintenance check of leader’s area within Blue Fin and liaise with Blue Fin maintenance team for up keep and issues.
  • Attend Blue Fin Quarterly occupiers’ meetings
  • Work with Head of Directorate to manage and maintain floor footprint, neighbourhood, hot desking, subletting, repairs and TPD/training space
  • Project Management, Events and Administration
  • Cover in absence of Chief Executive’s Management Assistant to support CEO and Executive Team as required
  • Manage storage space for all departments, locker allocation and master keys
  • Update Sharepoint intranet site with current process and procedures for office operations
  • Overarching responsivity for management of Condeco booking system
  • Ensure that support is provided from the Executive Directorate team where required for client and internal events being held in the Blue Fin office.
  • Management and coordination of annual staff parties
  • Arrange and set up tea point for monthly staff meetings
  • Manage adhoc projects (i.e. new meeting rooms, basement management, Restore filing)

Staff Induction

  • Working with HR on new starters induction and leavers. For example, welcome starters and support management where required with onboarding as well as ensuring any leavers hand back the necessary equipment
  • Working with HR to ensure all leaver return passes, keys, IT equipment

Any other duties as appropriate to the position, as requested.

How to apply:

Apply Here