Group Workplace Manager

Group Workplace Manager

Job role

Group Workplace Manager

Reports to

Group Chief Executive Officer

Location

Thorpe Park, Leeds LS15

Hours of work

37.5 hours per week. Hours of work will be flexible and dictated by the needs of the business, therefore it is expected that the successful applicant will work those hours necessary to successfully discharge the duties of the role.

The Role

Overview

The Group Workplace Manager is responsible for the smooth, safe and professional running of the Group’s workplace and head office operations. This role is the single point of ownership for day-to-day workplace delivery across the Group, bringing together office management, facilities coordination, health & safety (including Fire Safety policy management), and front-of-house leadership.

The Group Workplace Manager will have direct responsibility for Age Partnership and Sovereign Life Group Services, and work closely and collaboratively with the Office & Facilities Manager at Pure Retirement, to ensure an effective workplace experience.

The role ensures colleagues, visitors and partners experience a well-run, welcoming and productive environment, while maintaining high standards of compliance, presentation and cost control. The postholder will be the primary contact for the building/management company and workplace suppliers, ensuring service levels are met, issues are resolved quickly, and the office operates efficiently.

In addition, the role provides end-to-end support to the ExCo and the Board, including diary coordination, meeting scheduling, distribution of papers, and the production of meeting minutes and action/decision logs.

The postholder manages the Age Partnership reception function (including providing cover when required) and will be hands-on, highly organised, and able to balance BAU with fast-paced problem solving as business needs arise.

Key Outputs

Workplace & Facilities Management

• Own the day-to-day running of the Group workplace and head office environment, ensuring it is clean, safe, compliant and operating effectively.
• Act as the primary liaison with the building/management company, landlords and on-site providers, owning escalations and driving timely resolution of issues.
• Coordinate repairs and maintenance, managing contractors and ensuring work is completed to an agreed standard, on time and within budget.
• Maintain meeting rooms, shared areas and office standards (room set-up, signage, stationery, kitchen supplies and general presentation).
• Plan and deliver workplace projects as required (e.g., office moves, minor refurbishments, space optimisation and furniture changes).

Health, Safety & Fire Safety (Policy Management)

• Own and maintain workplace Health & Safety and Fire Safety policies, procedures, records and compliance documentation.
• Ensure all statutory and routine checks are completed on schedule (e.g., fire risk assessments, alarm tests, emergency lighting, extinguishers, PAT, first aid and contractor compliance where applicable).
• Coordinate fire drills and ensure fire wardens/first aiders are appointed, trained and current.
• Work with the Office & Facilities Manager at Pure Retirement to ensure appropriate compliance in that entity.
• Maintain incident/near-miss reporting and logs, ensure appropriate investigation and follow-up actions, and escalate material risks promptly.
• Work with Group HR & Entity Risk & Compliance departments as required to ensure audit readiness and consistent standards across the Group.

Reception & Front-of-House Management

• Line manage the receptionist and in-house cleaner, including performance, standards, rota/cover planning and day-to-day support.
• Provide reception cover when required (holidays/sickness/peaks), ensuring a professional, consistent visitor and colleague experience.
• Own visitor management processes (sign-in/out, passes, meeting host expectations, confidentiality and security protocols).
• Manage post, couriers, deliveries and inbound office enquiries efficiently and reliably.
• Set cleaning standards and routines, complete regular checks, and coordinate deep cleans as required.

Workplace Supplier & Service Management

• Manage workplace suppliers including utilities (gas, electricity, water), waste management and related service contracts, ensuring value for money, service quality and operational effectiveness.
• Own contract renewals, supplier negotiations and ongoing performance management, identifying opportunities for cost savings and efficiency.
• Track workplace spend against budget, raise risks early, and support procurement/approval processes for workplace purchases.
• Maintain key workplace records (contracts, certificates, service schedules, inventories) in a structured and audit-ready manner.

Insurance Management

• Own and coordinate all workplace and property-related insurance policies across the Group (e.g. buildings, contents, employers’ liability & public liability).
• Act as the primary liaison with brokers and insurers, ensuring appropriate levels of cover are maintained in line with Group risk appetite.
• Manage policy renewals, claims processes and documentation, ensuring timely renewals and accurate record keeping.

General Operational Support

• Act as the go-to person for office operations and practical problem-solving, responding quickly and calmly to issues as they arise.
• Support new joiner office onboarding (workspace readiness, access passes, basic equipment coordination) alongside Group IT & Group HR.
• Support ad-hoc Group events and business requirements, taking ownership to ensure a smooth and professional delivery.

The person

Overview

You are a practical, highly organised and service-minded workplace professional who takes real pride in creating a safe, welcoming and well-run environment. You’re equally comfortable dealing with day-to-day office needs and stepping in to manage issues quickly and calmly when things don’t go to plan.

You have the confidence and judgement to work with senior stakeholders, including the Board and ExCo, and can produce clear, accurate meeting minutes and action logs that keep the business moving. You’re comfortable managing suppliers and holding them to account, and you bring a disciplined approach to Health & Safety and Fire Safety compliance.

You lead from the front: hands-on, solutions-focused and willing to roll your sleeves up — including covering reception when required. You’re discreet, professional and reliable, with the ability to handle confidential information appropriately. Above all, you take ownership, spot problems before they escalate, and help create a workplace experience that supports performance and collaboration across the Group.

Skills and knowledge

Essential

• Proven experience in a workplace, office management, facilities coordination or similar role.
• Demonstrable experience liaising with building/management companies, suppliers and contractors, including issue resolution and service standard management.
• Strong working knowledge of workplace Health & Safety and Fire Safety requirements, with experience maintaining policies, logs, and scheduled compliance checks.
• Experience of supporting senior leadership teams (ExCo/Board), including diary coordination, meeting logistics, and producing accurate minutes/action logs.
• Line management experience (or clear experience supervising/coordinating front-of-house), with the ability to set standards and manage cover/rotas.
• Strong organisational skills with excellent attention to detail (papers, version control, action tracking and follow-through).
• Confident communicator with the ability to build effective working relationships across the business and with external partners.
• High levels of professionalism, discretion and judgement; comfortable handling confidential information.
• Hands-on, proactive and solutions-focused approach, with a “no job too small” mindset and willingness to cover reception when required.
• Competent IT skills (Microsoft Outlook, Teams, Word, Excel, and document management/filing).

Desirable

• Experience coordinating Board/committee cycles and managing meeting packs (templates, formatting, distribution and deadlines).
• Experience running workplace projects (office moves, refurbishments, space planning, supplier tenders).
• Experience in a regulated environment (e.g., financial services) with an appreciation of audit readiness and controlled processes.
• Familiarity with visitor management systems, access control, building security processes and compliance record-keeping.
• First Aid at Work / Fire Warden training (or willingness to complete).

Qualifications

Desirable

• IOSH (or similar) Health & Safety qualification, or willingness to work towards it.

Our Guiding Principles

Put Customers First, Always

We put customers first – not as a principle, but as our foundation. Everything we do must earn their trust, bring them clarity, and deliver value. Our customers are the reason we exist.

Lead with Technology & AI

We don’t adopt technology to keep up – we use it to leap ahead. AI, automation, and data-driven tools aren’t just enablers – they’re how we scale, reduce manual work, and serve more customers.

Stronger Together

We work across the Group to deliver the best results for our customers. We share ideas, support each other, and succeed together – because we’re stronger when we work as one.

Take Ownership

We spot problems, fix them, raise the bar, and treat time, colleagues and customers like they matter – because they do. We take responsibility, and we do what’s right, even when it’s hard.

Stay Focused

We prioritise work that makes a real difference for customers, colleagues, and the business. We stay focused, cut out distractions, and approach work with clear purpose and intent.

Think Big. Build Bold

We never settle for “good enough”. We are always looking for ways to improve, grow, and challenge how things are being done. Bold ideas and innovative thinking help us build a better future.

This job description is not exhaustive and serves only as a broad outline of the duties required. This job description may be amended as necessary.