Finance & Budgeting

• Manage the office budget, approve spend, and monitor supplier value.
• Track expenses and forecast resource requirements.
• Oversee invoicing and debt management, ensuring timely payment of outstanding balances.

Projects & Strategic Support

• Lead and support operational projects that improve efficiency, compliance, colleague experience, and service delivery.
• Manage project timelines, budgets, resources, risks, and actions to deliver agreed objectives.
• Support delivery of business initiatives linked to the five-year vision and wider operational improvement programme.
• Share lessons learned and best practice across Operations to support consistency between offices.

Systems, Data & Reporting

• Maintain accurate office records, operational data, training records, audit evidence, and compliance trackers.
• Produce clear monthly summaries for the Head of Office, highlighting progress, risks, issues, actions, and emerging trends.
• Use systems and reporting tools consistently to support informed decision-making and timely escalation.
• Identify gaps, duplication, or inefficiencies in office processes and recommend practical improvements.

Client Service & Internal Service Standards

• Ensure office processes support a responsive, professional, and consistent service to clients and colleagues.
• Work with teams to remove operational barriers that affect client delivery or colleague productivity.
• Promote clear communication, effective handovers, and consistent standards across office administration and support functions.
• Act as a practical problem-solver, helping colleagues resolve issues quickly while maintaining appropriate controls.

Decision-Making & Scope of Responsibility

• Make day-to-day operational decisions relating to office administration, facilities, supplier coordination, cover arrangements, training coordination, and local process improvements.
• Approve routine office expenditure within agreed budgets and delegated authority levels.
• Escalate material risks, compliance concerns, budget pressures, people issues, and reputational matters to the Central Operations Manager and Head of Office as appropriate.
• Provide recommendations to support office planning, resourcing, operational priorities, and continuous improvement.

Performance Measures

• Operational projects delivered on time, within budget, and to specification.
• Successful completion of audits with compliance evidenced.
• Consistent service standards across the office.
• Effective management and motivation of the Administration Team.
• Reduction in debtors and overdue payments.
• Office events and training delivered on time and within budget.
• Positive ESG outcomes in operational delivery.
• Positive feedback from internal stakeholders.
• Operational contribution to the five-year vision.
• Reduction in non-chargeable time.
• Clear operational KPIs and reports provided to the Head of Office.

Skills, Experience & Behaviours

• Strong organisational skills with the ability to manage competing priorities calmly and effectively.
• Confident people manager, able to motivate, support, and hold others accountable.
• Good understanding of compliance, audit processes, Health & Safety, GDPR, and operational risk.
• Commercial awareness, including budget control, supplier value, debt management, and resource planning.
• Clear and professional communicator who can build positive working relationships across teams.
• Practical problem-solver with a continuous improvement mindset and confidence to challenge constructively.
• High attention to detail and commitment to consistent standards, accurate records, and timely follow-up.
• Ability to support resilience, succession, and continuity within the office administration and operations structure.