Office Manager

Derby, England, United Kingdom

1/7/2025

Mott MacDonald

Position location: Derby, United Kingdom / York, United Kingdom

Recruiter contact: Laura Kennedy

We’re a global engineering, management, and development consultancy.

Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.

A fundamental part of this is respecting each person’s differences and striving to meet their needs.

Our values: Progress, Respect, Integrity, Drive, Excellence.

Overview Of Role

Are you an experienced Office/Facilities professional seeking a new challenge? Interested in joining a leading multi-million-pound organisation to work as part of a nationalpremises support team?

Do you wish to take on a role with excellent opportunities for long term career progression?

As an Office Manager covering both Derby and the York offices, you will be focused on operational activities for the office ensuring staff andvisitors enjoy a great experience when attending our premises. As Office manager you will beresponsible for meeting with all mandatory compliance under Mott MacDonald’s BusinessManagement System (BMS) Manage Offices, namely health, safety, security, information securityand office environmental management.

Duties Will Include But Not Limited To

General

• Ensuring the office complies with Group standards and local legislation.
• Arranging emergency procedures including fire, security and first aid
• Retaining all relevant records for Five years
• Assisting the Office Principal with the production and management of the Office ContinuityPlan.
• Managing pool cars and their maintenance procedures where applicable
  
  

Risk

• Undertaking office risk assessments
• Reviewing office risk assessments after substantial changes or at least annually
• Identifying hazards and completing actions to mitigate their risk.
  
  

Health, Safety and Security, Information Security and Environment

• Ensuring staff and visitors are made aware of, and follow, Health, Safety and Securityprocedures in the office.
• Managing and controlling access for staff, visitors and contractors on the premises
• Ensuring all accidents and near misses, plus Health, Safety and Security, Environmental andInformation Security incidents are reported.
• Ensuring all reported incidents are recorded and investigated appropriately.
• Cooperating with Safety Managers in monitoring Health, Safety and Security andEnvironmental performance
• Undertaking an annual Environmental Impact Assessment
• Updating office procedures for Health, Safety and Security, Environment and InformationSecurity annually, in line with Group objectives, and arranging the publication on Compass.
• Liaising with local enforcement bodies as necessary.
  
  

Outside Services Suppliers

• Procuring office services and supplies using centrally preferred supplier lists and providingfeedback on performance.
  
  

Office inspections

• Undertaking monthly inspections of the office, using Monthly Office Inspection Checklist,recording and acting upon findings
• Monitoring progress of improvement actions and review actions undertaken and impactannually
• Managing staff awareness of office improvement actions and raise awareness ofrequirements through communications and publicity campaigns.
  
  

People Management

• To perform a line manager role to local office coordinators within their scope
• Act as a point of contact for annual leave and sickness
• To arrange cover for front of house roles.
• Authorise overtime.
• Ensure line reports feel involved in the business.
  
  

Candidate Specification

• Previous experience in an Office/Facilities management role
• Excellent people skills
• A positive, can-do attitude is a must.
• Ability to effectively communicate with staff and visitors through, phone, email and inperson.
• Proficient in MS office applications
• Able to work as part of a team and independently.
• Good knowledge of Health and Safety management in the context of an office environment
  
  

Due to an anticipated high level of interest, this role will close at midnight on Friday 17th January 2025.

Equality, diversity and inclusion

We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

If you have a disability and would prefer to apply in a different format or would like us to make reasonable adjustments to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can assist.

Location(s):

Derby, GB York, GB

Contract Type: Permanent

Work Pattern: Full Time

Market: Various

Discipline: Administration

Job Ref: 6705

Recruiter Contact: Laura Kennedy