Office Manager

London

Brandcast Health is looking for a confident, organised and enthusiastic Office Manager to join our growing agency. We are looking for someone who wants to work in a fast-paced, creative agency environment, has excellent organisational skills, and has the confidence to bring ideas to the table and see them through. The Office Manager is central to the cultivation of our agency culture, critical for the smooth operation of the office and office processes and the key support for the senior team in the management HR and operational activities.

Ideal Candidate 

  • Experienced office administrator or manager looking for opportunity for independence and opportunity to play an important role in a growing creative and digital agency 
  • Highly organised – with attention to detail and the ability to manage time effectively and work with others to complete tasks efficiently 
  • Warm and approachable personality – able to support team members with problems and proactively offer assistance with office-related issues 
  •  Full of ideas – as a growing company there is a lot of opportunity for our new Office Manager to contribute to the culture and environment of the agency as it develops. We are looking for someone to grow with us and help us to achieve our goals.
  • An excellent communicator – we work in a busy, creative environment. We are looking for someone who is able to effectively communicate with members of the team, and has the confidence to put forward their ideas, offer assistance and to roll out office updates through conversation, during meetings and over email / messaging.
  • Reporting to the agency directors and Medical Communications Director, the Office Manager must be understanding of their busy schedule, able to act independently and stay in regular communication with his or her line manager. Proactive communication is essential for this role. 

 

Job Description 

Office Duties

  • The first point of contact for external customers and suppliers – answering the phones, meeting and greeting
  • Office organization and presentation – keeping the office in good order and ensuring that all rooms are presentable, and that equipment is working correctly
  • Responsible for ensuring stationery and other office materials are stocked as required, and that approved budgets are not exceeded
  • Responsible for ensuring internal documents are filed and maintained (electronic and physical)
  • Supporting MD and Medical Communications Director with diary management and travel arrangements
  • Supporting senior team with the running of team meetings, and taking a lead role in discussion of operational activities
  • Responsible for reviewing existing and implementing new standard operational  procedures within the agency on a regular basis, for review and approval by the senior team
  • Responsible for providing financial and timesheet reports for review by senior andAM teams
  • Technical support -– responsible for managing IT partner and maintaining office technology
  • Lead office-related and personnel-related updates during team meetings
  • Oversight of direct reports where necessary, including junior administration employees and interns

 

HR

  • Responsible for initiating and managing projects to improve and implement company culture, including social events and supporting management of company social channels
  • Supporting the development and role-out of employee on-boarding and training plans
  • Recruitment process management and record keeping
  • Supporting senior team with employee progression, including performance review scheduling and documentation
  • Accurately filing and recording sickness and holiday days
  • Ensuring holiday and sickness process is followed by employees

 

Internal communications

  • Responsible for managing and troubleshooting any issues regarding communications within the office, including phones, Slack, skype, email and calendars
  • To manage internal communications and act as role model for our values and company culture
  • Managing meeting rooms

 

 Logistics and external supplier management

  • Responsible for organising and obtaining budgets for internal events
  • Supporting the management and logistics, where necessary, for internal events, including flights, accommodation and supplier liaison – projects must run on time and to budget
  • Responsible for supporting the contracting and review of external suppliers, ensuring regular review, appraisal and record keeping is maintained

 

Brandcast branding and promotion

  • Support with marketing and promotional campaigns
  • Responsible for maintaining and reviewing our internal channels

Video &
Animation

Imagine what twenty five
frames a second can do!

Digital
Labs

Engaging, fresh and highly
effective digital solutions.