Job Title:  Office Manager

Job Title:  Office Manager

Global Grade:  GG09

Location:   On-site at St James', London 

Role Type:  Permanent – Full Time

Role ID:  19922

Role Purpose:

The London St James' (LSJ) Office Manager runs the new QQ LSJ flagship office on a day to day basis. They provide administrative, reception and compliance services. They are also Functional Manager to the LSJ Receptionist.
 
Based on reception at QinetiQ’s central London office, this role will be to ensure the smooth and efficient running of office operations, reflective of a FTSE 250 company.
 
The candidate must be driven to seek innovative ways to surpass customer expectations, both through excellent customer service, and dynamic operational working procedures.
 
This role will be very varied, and the candidate must be happy to work in an office environment that can be extremely busy, as well as quieter at times. This role must where possible organise and plan these periods to create a smooth running atmosphere
 

Key Accountabilities:

•    To be the main point of contact for all staff and visitors in the office, and handle enquires with a competent and polite attitude. Answering and screening telephone calls and visitors, continuously working with main reception.
•    To be alert and aware to any security risks that might threaten QinetiQ business, employees, visitors, or office environment, and report to the relevant point of contact. Recording and monitoring all staff members and contractors that have access to the building and office (via proximity).
•    Ensure the smooth booking and running of all meetings and events. Catering to be delivered and arranged appropriately, rooms to be presentable, clean, and tidy, and IS systems (teleconference, videoconferencing etc.) functioning correctly.
•    Ensure the office is maintained and to a high specification, this includes management of hard and soft services. There will be a mix of QinetiQ owned assets (e.g. aircon system, access control, coffee machines) and Landlord systems (e.g. fire system, lifts). This will involve liaising with the Farnborough QinetiQ maintenance team, the building maintenance team, as well as contractors. Escalating where appropriate issues, and concerns with Facilities and IT Management.
•    Budget management and controlling of all London office spend. Management to ensure all Financial administration is completed on time, including monitoring and recording of purchase card spend and reallocating catering costs to businesses cost centres.
•    Provide general assistance to senior leadership and Executive Assistants as deemed necessary.
•    Line management of Receptionist including arranging relevant training, and developing and motivating them to ensure all duties are carried out. Manager duties include but not limited to authorising annual leave, managing cover arrangements, carrying out one to ones and performance reviews.
•    Fire Warden, First Aid and Mental Health First Aid trained and representative for office
 

Key Capabilities and Knowledge:

•    Ability to communicate confidently with people at all levels
•    Ability to use initiative in non-standard situations
•    Competent in MS Office
•    Competent in the use of Ariba and the QinetiQ purchasing process (training will be provided)
•    Understanding of Governement Security Classifiations
•    Able to make decisions based on their levels of knowledge and experience
•    Good organisational skills with the ability to multi-task
•    Ability to train, motivate and organise others
 

Experience/Qualifications:

•    Level 3 or equivalent business administration qualification or equivalent experience
•    Working towards a Level 4 qualification/gaining equivalent experience
 
Candidate will be subject to national security vetting (SC).  Applicants that already hold the appropriate level of vetting may be able to transfer it upon appointment, subject to approval.

Why Join QinetiQ?

As we continue to grow into new markets around the world, there’s never been a more exciting time to join QinetiQ. The formula for success is our appetite for innovation and having the courage to take on a wide variety of complex challenges.

As a QinetiQ employee, you’ll experience a unique working environment where teams from different backgrounds, disciplines and experience enjoy collaborating widely and openly as we undertake this exciting and rewarding journey. Through effective teamwork, and pulling together, you’ll get to experience what happens when we all share different perspectives, blend disciplines, and link technologies; constantly discovering new ways of solving complex problems in a diverse and inclusive environment where you can be authentic, feel valued and realise your full potential. Visit our website to read more about our diverse and inclusive workplace culture.  www.qinetiq.com/en/careers/life-at-qinetiq

Our Benefits

• Matched contribution pension scheme, with life assurance
• Competitive holiday allowance, with the option to purchase additional days
• Options to join Health Cash Plan, Private Medical Insurance and Dental Insurance
• Employee discount portal: Personal Accident Insurance, Travel Insurance, Restaurants, Cinema Tickets and much more
• We are proud to support the Armed Forces community by honouring the Armed Forces Covenant and maintaining our Gold Award standard in the Defence Employer Recognition Scheme
• Volunteering Opportunities - helping charities and local community

Our Recruitment Process:

We want to make sure that our recruitment process is as inclusive as possible and we aspire to bring out the best in our candidates by creating an environment where everyone feels value, heard and supported.  If you have a disability or health condition that may affect your performance in certain assessment types, please speak to your Recruiter about potential reasonable adjustments.

Many roles in QinetiQ are subject to national security vetting being completed, applicants who already hold the appropriate level of vetting may be able to transfer it upon appointment. A number of roles are also subject to additional restrictions, which mean factors such as nationality or previous nationalities may affect the roles that you can be employed in.

Please note that all applicants for this role must be eligible for SC clearance, as a minimum.

UKSV National Security Vetting Solution: guidance for applicants - GOV.UK (www.gov.uk)