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Birmingham, UK

Office Manager

Birmingham, UK

£17,000 per year

Part-Time

Job Description

Salinity Solutions is a growing company that has developed a water purification technology which uses half the energy of traditional methods. Its patented, high efficiency Batch Reverse Osmosis system is believed to be the biggest step forward in water treatment in 50 years. The team currently consists of six full time staff, supported by about 12 part time specialists.


We are now seeking an experienced Office Manager to join us and be part of our continuing growth. The role is part-time and will initially be for up to 20 hours per week. This may increase as the business grows. We expect that you will need to work in our office at Tyseley Energy Park in Birmingham for at least one day per week and your working hours can be flexible.


This role will be key to the efficient running of the business, taking responsibility for the following:


Activities and Responsibilities

General Admin and Office Support:

  • Responsible for efficient running of the office

  • Helping to arrange travel in line with the travel policy, annual budget and individual requirements.

  • Helping staff to access to the information they need to do their jobs efficiently and in line with company policies.

  • Managing, maintaining shared filing, undertaking regular tidy-up and structure reviews.

  • Other general administration duties as required.

  • Organise company social events.


Help Manage IT Systems:

  • Liaising with our IT provider to ensure all systems are operating smoothly and dealing with any IT issues as and when they arise.

  • Assisting the IT team to optimise security and help users to comply with our security policy.

  • Optimising the use of Teams, SharePoint & OneDrive.

  • Setting up standard document and presentation templates and helping staff to use them.

  • Monitoring and updating branding and presentation materials to ensure consistency.


HR Support:

  • Working with our HR team to support recruitment, processing documents, references, right to work and visa applications.

  • Ensuring statutory HR procedures are completed in a timely manner.

  • Administering annual reviews.

  • Arranging training, including assessing competitive supplier proposals.


Meetings:

  • Arranging weekly management meetings and monthly board meetings.

  • Maintaining task lists and tracking progress.


Assisting Directors with routine tasks including:

  • Routine social media updates, tracking analytics and engagement.

  • Preparing quotations and purchase orders, following approval procedures.

  • Ensuring quotes and orders are correctly updated in Xero and other reporting systems.

  • Project progress management and reporting.

  • Compiling the monthly board report, ensuring it is completed on time.


To be successful in this role you will need:

  • Previous Office Management experience.

  • To be highly flexible and able to adapt in a fast-changing environment.

  • Good administrative, time management and team management skills.

  • The ability to work unsupervised, identify opportunities for improvement and take the initiative to make those improvements.

  • A positive and proactive approach with the ability to work in a professional manner.


Ideal Experience and Skills:

  • Expert user of Teams, Word & PowerPoint - including design and use of templates and styles.

  • Social media management and experience with WordPress websites.

  • Setting up and managing MS Teams environments.

  • Experience of basic project management methods.


Useful Experience:

  • Understanding / experience of company legal and accounting processes.

  • Understanding of financial reporting (P&L vs Cash Flow), account coding & posting.

  • Project management.

  • Budgeting and monitoring project progress against budgets.

  • Marketing and communications, including social media and LinkedIn.

  • Using MS Teams to improve communications and team efficiency.

  • Using DocuSign / Adobe to manage document signatures and deeds.


Job Type: Part-time


Salary: From £17,000.00 per year


Expected hours: 20 per week


Work Location: In person

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