Office Manager

About the job

Job Title: Office Manager – HR, H&S & Business Support
Location: Office-Based, with Occasional Travel to Other Operating Sites
Salary: Competitive, Dependent on Experience
Contract Type: Full-time, Permanent

About the Role

We’re recruiting for an Office Manager to join a growing organisation in a varied role covering HR administration, Health & Safety administration, general office management and wider business support.

This is a hands-on role for someone who is highly organised, proactive and comfortable managing a range of administrative processes across the business. You’ll work closely with senior leadership and provide day-to-day support across HR, H&S, Fleet, Accounts and Payroll, helping to ensure information, processes and records are kept accurate and up to date.

The role will also involve using AI and digital tools to improve workflows and make everyday administration more efficient. You don't need to be a technical AI specialist, but you should be comfortable using technology and interested in finding practical ways to save time, improve processes and reduce unnecessary manual work.

Key Responsibilities

HR Administration

• Act as the first point of contact for day-to-day HR administration.
• Prepare contracts, offer letters and starter/leaver documentation.
• Coordinate recruitment administration, including arranging interviews and maintaining applicant trackers.
• Maintain accurate employee records, including right-to-work checks, training certificates, absence and holiday records.
• Support probation and performance review processes.
• Provide administrative support for disciplinary and grievance processes.
• Support the Company MD and Group MD with HR reporting and management information.
• Use AI and digital tools where appropriate to streamline HR administration and improve efficiency.

Health & Safety Administration

• Maintain Health & Safety documentation, including risk assessment templates, method statements and site induction records.
• Coordinate H&S training schedules, toolbox talks and certification renewals.
• Maintain accurate records of incidents and near misses and track follow-up actions.
• Support accreditation renewals such as CHAS, SafeContractor or equivalent.
• Ensure H&S records are organised, accurate and audit-ready.
• Act as the day-to-day administrative point of contact for H&S, escalating matters requiring specialist advice.
• Use digital tools to improve the organisation and management of H&S records and processes.

General Office Management

• Manage the day-to-day running of the office.
• Coordinate office supplies, facilities, post, telephone and visitor management.
• Support the Company MD with diary management, meeting coordination and minute-taking where required.
• Maintain professional digital and physical filing systems.
• Manage document control and ensure information is stored accurately and securely.
• Support wider administrative projects across the Group as required.

Systems, AI & Process Improvement

• Identify opportunities to make everyday administrative processes more efficient.
• Use AI tools such as ChatGPT, Microsoft Copilot or similar to support tasks including drafting documents, summarising information and preparing reports.
• Identify opportunities to reduce repetitive manual administration through better use of existing systems and technology.
• Support colleagues across HR, Fleet, Accounts and Payroll with practical improvements to their administrative workflows.
• Help introduce simple templates, processes and digital solutions where they can save time and improve consistency.
• Keep up to date with useful developments in AI and digital tools and suggest practical applications where there is a clear benefit to the business.

Candidate Profile

• Previous experience within Office Management, HR Administration, Business Administration or a similar role.
• Strong administrative skills with excellent attention to detail.
• Experience managing confidential information and maintaining accurate records.
• Experience supporting HR processes such as recruitment, starters/leavers, employee records and absence.
• Ideally, some experience with Health & Safety administration, documentation or training records.
• Confident using Microsoft Office, particularly Excel, Word and Outlook.
• Comfortable learning and using different business systems.
• Comfortable using AI and digital tools to improve everyday working processes.
• Highly organised and able to manage multiple priorities effectively.
• Proactive approach with a willingness to identify and improve inefficient processes.
• Confident communicator who can work effectively with colleagues across different departments.
• Able to work independently and use good judgement around when matters need to be escalated.

Desirable Experience

• Experience within construction, civils, utilities, plant hire or another operational environment.
• Experience with HR, payroll, accounting or fleet management systems.
• Exposure to Health & Safety processes or accreditation requirements.
• Experience using AI tools such as ChatGPT or Microsoft Copilot within a business environment.
• CIPD, IOSH or NEBOSH qualification or exposure.
• Experience working across a multi-site or multi-entity organisation.

What Our Client Offers

• A varied and hands-on role with responsibility across HR, H&S and general business administration.
• Opportunity to work closely with senior leadership.
• Exposure to multiple areas of the business including HR, Fleet, Accounts and Payroll.
• Opportunity to improve processes and introduce more efficient ways of working.
• Supportive working environment.
• Full-time, permanent position.
• Competitive salary depending on experience.

How to Apply

If you're an experienced Office Manager or Administrator looking for a varied role where you can take ownership of key business processes and help improve the way a growing organisation works, we'd love to hear from you.

About Us

We are a recruitment agency specialising in HR, business support, operations and professional appointments across the UK. We work with growing organisations to connect talented professionals with opportunities where they can take ownership, improve processes and make a meaningful contribution to the wider business.