Office Manager (People & Health & Safety)

Overview and Role Purpose

The Office Manager (People & H&S) will oversee the seamless running of Flusso Limited's Cambridge office, ensuring workplace compliance with health and safety standards and efficient management of people administration processes. This role directs office operations, facilities oversight, and HR administration, collaborating with an external HR consultant who offers expertise in employment law and employee relations. Additionally, the Office Manager supervises the Office Coordinator and serves as the main point of contact for staff concerning office, workplace, and routine HR issues.

Key Responsibilities

• Ensure daily office operations in Cambridge run smoothly, maintaining a safe, efficient, and professional workspace.
• Supervise the Office Coordinator (part-time 50% FTE), including delegating tasks, coaching, managing performance, and fostering their development.
• Liaise with the landlord and managing agents about lease agreements, office maintenance, and related services.
• Oversee external vendors and contractors to guarantee service quality and cost-effectiveness.
• Manage the office administrative budget in collaboration with Finance, monitor expenses, and identify ways to boost efficiency and reduce costs.
• Hold office keyholder responsibilities and coordinate responses to facility incidents, including after-hours emergencies.
• Continuously seek and apply improvements to office workflows and processes to aid company growth and enhance employee experience.
• Lead internal workplace health and safety efforts to comply with applicable laws and company policies.
• Conduct investigations into accidents, incidents, and near-misses, document them thoroughly, and ensure corrective measures are enacted.
• Create, maintain, and review risk assessments, such as Fire Safety, DSE, COSHH, Manual Handling, Noise, and PUWER assessments.
• Work closely with the VP Engineering to foster a proactive safety culture both in the office and laboratory settings.
• Support compliance with ISO 9001 Quality Management System and ISO 14001 Environmental Management System, including preparing for internal and external audits.
• Administer employee lifecycle processes, comprising onboarding, offboarding, and maintaining accurate and confidential employee records in line with GDPR.
• Maintain the HR system and handle recruitment administration activities like preparing offers, contracts, onboarding schedules, and induction plans.
• Be the first point of contact for everyday employee HR questions, escalating complex matters to the HR Consultant or senior management as appropriate.
• Manage employee benefits programs such as private medical insurance, life assurance, and other schemes.
• Assist with Skilled Worker visa documentation and maintain sponsorship records to comply with UK immigration standards.
• Prepare necessary HR reports, documentation, and communication.
• Collaborate with the HR Consultant to update HR policies, procedures, and the employee handbook.
• Support the CEO, senior leadership, and wider teams with operational initiatives, business improvements, and special projects to enhance scalable business processes aligned with growth.

Candidate Requirements

• Qualification such as a degree or HND in business administration, health and safety, human resources management, or a related discipline.
• Proven experience as an Office Manager in small to medium-sized enterprises, comfortable handling office management, HR administration, and compliance responsibilities.
• Ability to work autonomously and prioritize multiple tasks effectively.
• Organized, practical, and service-focused mindset.
• Capable of engaging with stakeholders across various levels in the organization.
• Experience in technical, engineering, or manufacturing sectors is advantageous.
• Attention to detail and a meticulous approach.
• A commitment to nurturing a safe workplace environment.
• Adaptability to a fast-moving startup culture, demonstrating a proactive, positive, and enthusiastic attitude.
• Effective communication and presentation skills.

Benefits and Additional Information

• Competitive base salary (specific figures not disclosed).
• Performance bonus awarded as a percentage of base pay, reflecting both company and individual achievements.
• Workplace pension contributions amounting to 3% of the full base salary, with potential adjustments through salary negotiation.
• Bupa Cash Plan Level 3 coverage for employees.
• Private Medical Insurance extendable to spouse/partner and dependent children.
• Group Life Insurance providing up to four times the employee's salary.
• 25 days of annual leave plus bank holidays, with adjustments for part-time staff.
• Relocation support available via a repayable loan upon completing two years of service.
• Hybrid work arrangements allowing a mix of home and office working, subject to line manager approval.