Office Manager

• Job Reference: 00005448-1
• Date Posted: 23 September 2024
• Recruiter: Porterbrook
• Location: Long Marston, Warwickshire
• Salary: £35,000
• Bonus/Benefits: Competitive Salary and Excellent Benefits
• Sector: Administration, Other Rail Jobs
• Job Type: Permanent

Job Description

Long Marston Rail Innovation Centre

Porterbrook is on an exciting journey at the Long Marston Rail Innovation Centre (RIC) in Warwickshire, and we’re looking for outstanding people to be a part of our team at the 135-acre site

 

We’ve made huge investments here that will see Long Marston RIC play a pivotal role in the future of the UK’s railway, as an exceptional facility to test and trial new traction technologies, securely store rolling stock and provide training in a live environment

 

The UK’s first hydrogen-powered passenger train was built and is being tested by Porterbrook here, and we’re also the home of the country’s largest outdoor rail exhibition, Rail Live

 

Our small, close-knit and passionate team based at the site ensure that everything runs smoothly across Long Marston RIC each day, and we have some exciting opportunities to join them

Key Responsibilities

Role Purpose
The Office Manager will provide proficient and comprehensive administrative support required to run the Long Marston site effectively

 

Providing a professional and confident front of house interface to the wider management team, the role will include the management of customer and tenant contacts, payroll information, procurement activity, event facilitation, meeting and accommodation oversight along with general administrative duties 

Responsibilities

• Provide thorough administrative oversight to Long Marston with regards to meetings, facilities bookings and event management
• Manage the Long Marston front of house interface with visitors, contractors & other stakeholders
• Support VIP and all other meetings by liaising with management, ensuring requirements have been wholly understood, with any required catering or additional items sourced and in place
• Act as first point of contact for both internal and external events on site (excluding Rail Live). Escalating any issues or decisions as necessary
• Manage PPE, stationery and all other consumables for the site, maintaining a good supply of all items at all times
• Administration of contractors coming to work on site
• Manage site financial processes, with support from the Finance Department, to ensure all customers are accurately invoiced for utilities and services according to the terms of their contract and the effective rate card
• Work with the Finance Department to support credit control processes
• Manage the payments for all services on site including utilities, maintaining an expenditure tracker to monitor spend vs budget
• Provide administrative support to the Long Marston General Managers
• Raise and receipt requisitions in line with the Porterbrook processes, ensuring these are created in good time and are approved in line with the delegated authorities
• Co-ordinate the inputs from timesheets for payroll relating to all staff based at the Long Marston Rail Innovation Centre, ensuring that these are delivered accurately, on time, and in line with the Porterbrook processes
• Manage the payment of personal expenses through the petty cash as required
• Work closely with the Safety and Environment Delivery Partner for site to keep all safety board’s up to date i.e.: insurance certificates and safety notices where boards are up and visible in offices around the site
• Ensure all office facilities are in a good state of repair and are regularly maintained and validated as part of a daily site tour and inspection checklist

Skills, Knowledge and Expertise

General Requirements

The role requires an experienced Office Manager, used to communicating with personnel at all levels (including senior leadership), is very organised and has excellent general administration experience

Qualifications

• Educated to a A-Level or equivalent
• Extensive experience in an Office Manager or similar role
• Experienced in handling financial and other confidential information 
• Practiced in communicating effectively at all levels with both internal and external stakeholders

Key Skills

• Highly organised
• Outstanding interpersonal and communication skills
• Ability to operate within a team and under their own initiative
• Strong attention to detail 
• Well organised and able to prioritise 
• Excellent people management skills 
• Highly proficient in using MS applications including Word, Excel and PowerPoint

A great place to work

We are seeking the very best talent to join the team, and offer an excellent salary, along with bonus and benefits

 

This is a fantastic opportunity to join a great organisation with excellent people and a road map for the future to grow and develop the business. Some of our benefits are listed below:

• Excellent pension scheme
• Financial wellbeing support
• Flexible working
• Enhanced family friendly policies
• Adoption & Shared Parental Leave benefits
• Enhanced Armed Forces policies
• Ongoing support with professional and personal development’
• Long service awards
• Porterbrook Star awards
• Life assurance
• Healthcare cash plan
• 25 days’ annual leave + Bank Holidays + option to buy and sell up to 5 days’ additional leave
• Additional days annual leave for long service
• Season ticket loan
• Cycle to work scheme
• Free parking at our Derby and Long Marston sites

Should you be suitable for the role, the full benefits package will be discussed in more detail during your screening call.

To apply

Please follow the link at the top of this page to send your CV and a covering email with full details of why you would be a great addition to the Porterbrook team, along with details of your current salary and notice period.

If you have a disability or need any reasonable adjustments during the application and selection stages, please let us know. We’re committed to building an inclusive culture where everyone can develop to their full potential.

This vacancy may close at any time once sufficient applications have been received. Early submission of your application is therefore encouraged

Please note we are not accepting approaches from recruitment agencies for this role.