Office Manager

Office Manager

Overview and purpose of the role

The Office Manager (People & H&S) is responsible for ensuring the efficient operation of Flusso's office environment, workplace compliance systems and people administration processes. The role leads office operations, facilities management, health and safety compliance, employee onboarding and HR administration, working closely with an external HR Consultant who provides specialist employment law and employee relations support. The role manages the Office Coordinator and acts as the primary point of contact for employees on office, workplace and routine HR matters.

Responsibilities

Office Operations & Facilities Management

• Overall responsibility for the effective day-to-day operation of the Cambridge office, ensuring a safe, efficient and professional working environment.
• Line management of the Office Coordinator (50%FTE), including work allocation, coaching, performance management and development.
• Act as the primary point of contact for the landlord and managing agents regarding lease matters, maintenance issues and office-related services.
• Manage external suppliers and contractors, ensuring service quality and value for money.
• Manage the office administration budget in conjunction with the Finance
• Manager, monitoring expenditure and identifying opportunities to improve efficiency and reduce costs.
• Act as a keyholder for the office and coordinate responses to facilitiesrelated incidents, including out-of-hours issues where required.
• Identify and implement improvements to office operations, processes and ways of working to support business growth and employee experience.

Health, Safety & Workplace Compliance

• Act as the company's internal lead for workplace health and safety activities, maintaining compliance with applicable legislation and company requirements.
• Investigate accidents, incidents and near misses, documenting findings and ensuring appropriate corrective actions are implemented.
• Develop, maintain and review risk assessments and associated records, including Fire Safety, DSE, COSHH, Manual Handling, Noise and PUWER assessments.
• Work closely with the VP Engineering to support a proactive safety culture across office and laboratory environments.
• Support the company's ISO 9001 Quality Management System and ISO 14001 Environmental Management System requirements, including participation in internal and external audits.

People Operations & HR Administration

• Manage the administration of employee lifecycle processes, including onboarding, offboarding and employee record management.
• Maintain the HR system and employee records, ensuring confidentiality, accuracy and comply with GDPR requirements.
• Coordinate recruitment administration activities, including preparing offer documentation, employment contracts, onboarding plans and induction programmes.
• Act as the primary point of contact for routine employee HR queries, escalating complex matters to the HR Consultant or senior management where appropriate.
• Administer employee benefits programmes, including private medical insurance, life assurance and other employee benefit schemes.
• Support Skilled Worker visa administration and maintain sponsorship records to ensure ongoing compliance with UK immigration requirements.
• Prepare HR-related documentation, reports and communications as required.
• Work with the HR Consultant to maintain and update HR policies, procedures and the employee handbook.

Project & Business Support

• Support the CEO, senior leadership team and wider business with operational initiatives, business improvement activities and special projects as required.
• Contribute to the development of efficient, scalable business processes that support the company's continued growth.

Requirements

Qualification, knowledge, skills and experience

A degree or HND in subject matter such as business administration, health & safety or human resources management or a related field.

Ideal candidate is:

• Experienced Office Manager within a small or medium-sized business
• Comfortable operating across office management, people administration and compliance activities
• Confident working independently and managing multiple priorities
• Practical, organised and service-oriented
• Comfortable interacting with stakeholders at all levels
• Experience supporting technical, engineering or manufacturing businesses desirable

Profile

• Highly detail conscious and meticulous.
• Cultivate a safe working environment.
• Comfortable working in a fast-paced, start-up environment.
• Pro-active, positive and enthusiastic by nature.
• Responsive to changing needs of projects and the business.
• Good communication and presentation skills.

Benefits

• Base salary
• Bonus (% of base salary) based on company and personal performance
• Workplace pension contribution 3% of full base salary (we can trade with salary level for higher)
• Bupa Cash Plan Level 3 (employee only)
• Private Medical insurance with cover for spouse/partner and dependent children
• Group Life Insurance covers up to 4 x salary
• 25 days holiday plus bank holidays (adjusted for part time roles)
• Support for relocation (loan discharged over two years service)
• Hybrid home/office working, by agreement with line manager