Current Vacancies

Office Manager (Part Time)

Required for January 2025

Position: Office Manager, Advanced Arboriculture Ltd
Location: Initially Woodbury village, moving to Axehayes, Clyst St Mary in early-2025.
Hours: Part-time 25 hours per week, Mon – Fri (flexible working hours considered)

Start date: January 2025
Salary and entitlements: £20,000 (£32,000 FTE) 28 days holiday (Pro-rata) Statutory sick pay

Are you an experienced and highly organised office professional looking for a part-time role? We are seeking a proactive and detail-oriented Office Manager to join our team. This role is essential in supporting our consultancy operations, ensuring smooth administrative processes, and acting as a key point of contact between our clients and consultants, and where necessary other stakeholders.

Key Responsibilities:

Employee support: Administrate new employment / contractor contracts and agreements, appraisal record keeping and training records.
Fee Proposals & Job Tracking: Draft, send, and monitor fee proposals, and maintain a clear record of job statuses.
Consultant Liaison: Act as the main point of contact with consultants to ensure smooth job progress and timely completion of tasks.
Client Communication: Communicate effectively with clients to manage queries, project updates, and general enquiries.
Record Keeping & Invoicing: Maintain accurate records related to live projects, issue invoices for completed projects, and track payments to ensure financial records are up to date.
Mileage Claims: Manage the logging and processing of mileage claims for staff.
Company Vehicles: Maintain mileage records of any company vehicles and ensure that insurance, tax and maintenance schedules are current.
Regulatory Compliance & Policy Management: Oversee the updating of company policies, insurance renewals, and ensure compliance with any regulatory obligations.
Membership & DBS Checks: Manage and maintain up-to-date records of consultant and organisation professional memberships, initiate DBS checks for new consultants or contractors, as well as any letters of assurance for work in schools.
Applications to / gathering data from local planning authorities: Using data from reports to make applications for tree works on behalf of clients, gathering project site data on tree protection.
Office Administration: Assist in day-to-day administrative tasks to support the smooth running of the office, including answering telephone, managing incoming and outgoing post, filing, scheduling, and general office duties.

About You:

We are looking for an Office Manager with the ability to multitask, manage deadlines, and deliver excellent support across all areas of this small business. If you thrive in a family run yet dynamic environment and have strong administrative and organisational skills, this is the role for you!

Person Specification:

Essential Skills & Experience:

Proven experience in an office management or similar administrative role.
Strong communication skills, both written and verbal.
Excellent organisational skills and attention to detail.
Experience of working with financial management software systems such as Xero (although training can be provided).
Ability to work flexibly and on own initiative, be able to work independently and manage multiple tasks simultaneously.
Proficient in Microsoft Office Suite (notably Word, Excel, Outlook) and Google Drive.
Experience in drafting letters, emails and proposals, invoicing, and maintaining accurate records.
Knowledge of financial record keeping.
Ability to liaise with clients, consultants, and team members effectively.
Familiarity with managing policy updates, insurance, and compliance-related tasks.

Desirable Skills & Experience:

Previous experience and good understanding of general HR and Employment law to support employment and payroll matters.
Previous experience in using software to support project tracking and job status reporting.
Familiarity with DBS checks and compliance requirements for working in schools or similar regulated environments.
Experience in managing memberships of professional organisations and understanding regulatory obligations in consultancy sectors.

Personal Qualities:

Proactive, self-motivated, and able to use initiative.
A team player with strong interpersonal skills.
Flexible and adaptable with a positive approach to problem-solving.
Reliable and able to maintain confidentiality at all times.

If you are interested in applying for this position, please submit your CV and cover letter as soon as possible to Mrs Kate Hurley, Business Development Manager [email protected]. Deadline: Monday 4^th November 2024.