Office Manager
The role
The Office Manager is a key role, assisting the Director of Finance and Resources in the delivery of a high quality and continuously improving service. The post is part-time (21 hours per week) with a minimum expectation of working in the office between Tuesday and Thursday.
Office and IT responsibilities
■ To create and maintain a professional and efficient office environment.
■ Support IES staff as needed with IT issues – prioritise and escalate issues with third party IT Provider, maintain snagging list to recognise common/repeating issues, and provide staff training as needed.
■ To source, manage and maintain all IES equipment and be the main point of contact for staff equipment queries.
■ To take responsibility for all day-to-day issues within the office and facilities management including facilitating meetings and assisting remote workers, liaising with the managing agents, contractors and other visitors.
■ Take responsibility for IES health and safety compliance, DSE assessments, office induction and equipment set up.
■ Be an active member of internal working groups (e.g. Knowledge Management) and act as owner or lead where required.
Administrative Support
■ To provide Finance, HR and general office admin assistance.
■ To work with the Director of Finance and Resources to ensure IES’s policies and procedures are kept up to date and communicated effectively in line with organisational developments and changes in legislation, advocating a best practice approach wherever possible and provide staff training as needed.
■ Assist the Director of Finance and Resources with monitoring IT and data protection compliance throughout the organisation, ensuring secure data storage, transfers, archiving and deletion.
■ Assist the Director of Finance and Resources with board meeting administration, arranging meetings, helping draft board papers and taking minutes.
■ Assist with provision of IT and Finance information for Tender applications.
■ Assist the Director Finance and Resources with improvements and ongoing maintenance of relevant areas of IES Intranet.
■ To manage and maintain the IES Forward Utilisation file and process.
■ To manage the IES consultant process, sending out consultant packs, gathering forms and contracts and populating and updating consultant spreadsheet.
■ Negotiate contracts with suppliers and the lease holder where required.
■ Undertake reasonable additional tasks as required.
Qualifications
Qualifications or experience of administrative work and basic IT support within an office environment.
About the Institute for Employment Studies
The Institute for Employment Studies (IES) is an independent, apolitical, centre of research and consultancy in employment policy and human resource issues. We work closely with employers in the manufacturing, service and public sectors, government departments, agencies, and professional and employee bodies. Based in Brighton, the Institute is a not-for-profit organisation (company limited by guarantee) and a registered charity with around 60 multidisciplinary staff. Our turnover is in the region of £3 million a year.
Working at IES
We support flexible working and will consider applications from candidates seeking to work flexibly or part-time. The post will be based in our office in central Brighton, although we work in a hybrid way. To view our full range of benefits, please see the IES benefits guide.
How to apply
Candidates should submit a full CV with a covering letter explaining their interest in the post and highlighting how they meet the criteria.
Please apply via CharityJob. For any queries about the role please contact careers@employment-studies.co.uk
Closing date for applications: Monday 14th April 2025.
Because of the nature of our work, appointments will be subject to a report from the Disclosure and Barring Service (DBS) or Disclosure Scotland.
The Institute for Employment Studies seeks to be an equal opportunities employer. We actively seek to improve the diversity of our workforce and welcome applications from all under-represented communities and groups. We are particularly keen to attract candidates from ethnic minority groups given their under-representation within applied social research.
We are a Disability Confident Employer and are happy to make adjustments to accommodate the individual requirements of candidates with disabilities.
The Institute for Employment Studies encourages career development at all ages. Join us and work for an employer that values your experience. #AgeFriendlyEmployer
We are committed to supporting our staff at every stage of their career. That’s why we have signed up to the Menopause Workplace Pledge. Find out more about this campaign from the charity Wellbeing of Women.
Legal note
The Institute for Employment Studies:
- is a registered charity (no. 258390)
- seeks to be an equal opportunities employer
- is an Investor in People