Office Manager

The Office Manager has an important role within Perform and needs to be someone who genuinely enjoys taking responsibility. You will be someone who notices when something needs doing and gets on with it.

You should be:

• Exceptionally organised
• Calm under pressure
• Proactive and forward-thinking
• Self-motivated and comfortable working independently
• Excellent at prioritising and managing multiple tasks
• Able to delegate and follow up effectively
• Meticulous about detail
• Naturally tidy and organised
• Practical and resourceful
• Comfortable making decisions and solving problems
• Friendly, approachable and professional
• A team player who encourages others to take responsibility too

This is very much a hands-on position. At Perform, everyone is prepared to get involved when necessary. That might mean dealing with a contractor, sorting out a printer, reorganising a storage area or responding quickly to an unexpected problem in the building.

Key Responsibilities

Office & Premises Management

• Take overall responsibility for the smooth day-to-day running of the Perform office
• Ensure the office is organised, welcoming, tidy and safe
• Manage maintenance and repairs and liaise with contractors and suppliers
• Coordinate utilities, cleaning, security and other building services
• Identify and resolve premises issues promptly
• Organise office furniture, equipment and workspace changes as required
• Maintain appropriate office and building records
• Support the company in meeting its Health & Safety responsibilities
• Monitor the security of the premises and ensure appropriate procedures are followed
• Look for practical ways to continually improve the working environment

IT & Office Systems

• Act as the first point of contact for straightforward IT and equipment issues
• Liaise with external IT support where necessary
• Ensure office equipment is maintained and functioning effectively
• Maintain appropriate stocks of printer toner and other consumables
• Coordinate the purchase and replacement of office equipment
• Identify areas where systems or processes could be improved
• Help introduce and maintain efficient administrative systems across the office

Stationery, Stock & Deliveries

• Maintain appropriate levels of stationery and office supplies
• Monitor stock levels and place orders when required
• Manage deliveries and incoming and outgoing post
• Coordinate printed materials and other office stock
• Liaise with suppliers and obtain quotes where appropriate
• Check and reconcile relevant invoices before submitting them for payment
• Monitor expenditure against agreed budgets

Filing, Storage & Records

• Maintain efficient electronic and physical filing systems
• Oversee office storage and archive arrangements
• Regularly review storage requirements and recommend improvements
• Ensure documents and materials can be located quickly and easily
• Coordinate the secure disposal or archiving of records where appropriate

People & Office Administration

• Work closely with the Managing Director, Principal and other members of the senior team
• Provide practical administrative support across the organisation where required
• Help coordinate new starters and ensure relevant information is provided to payroll and other departments
• Maintain accurate employee and office administration records
• Coordinate monthly timesheets and other payroll information
• Check and process relevant teaching and freelance invoices
• Welcome visitors and ensure they receive a professional and friendly introduction to Perform
• Support recruitment administration and interviews where appropriate
• Help coordinate casual or temporary administrative staff when required

Compliance & Staff Administration

• Coordinate and process DBS applications for teachers and other relevant members of staff
• Check DBS documentation and ensure appropriate checks are completed before individuals begin work
• Maintain accurate and up-to-date records of DBS checks and related documentation
• Carry out and record Right to Work checks for new employees and workers, ensuring the required documentation is in place before they start
• Monitor records and follow up promptly where further information, documentation or checks are required
• Organise First Aid training for teachers and other relevant members of staff across the country
• Maintain accurate records of First Aid qualifications and certification
• Monitor First Aid certificate expiry dates and arrange refresher training when required
• Liaise with teachers and Producers to ensure required training and compliance documentation is completed within the appropriate timescales
• Work closely with the Principal and wider team to ensure Perform’s staff administration and compliance records are accurate, organised and up to date

Teacher & Producer Support

• Act as a key point of contact for Perform teachers and Producers working across the UK
• Liaise regularly with teachers and Producers to ensure they have the information, materials and practical support they need to run their classes and courses successfully
• Coordinate the distribution of teaching materials, resources, equipment and other items required across the country
• Respond promptly to queries and resolve practical issues as they arise
• Anticipate upcoming requirements and make sure teachers and Producers are properly prepared in advance
• Work closely with the wider Perform team to ensure consistent support is provided to all areas

General

As Perform continues to grow, the responsibilities of the Office Manager will naturally evolve. We are therefore looking for someone who enjoys improving the way things are done and who is happy to take ownership of new areas as the role develops.

Above all, we are looking for someone who will care about the office, the people who work in it and the smooth running of Perform.