Business Services Manager (Part Time)

Aberdeen, Scotland — Business Services

PRIMARY FUNCTION

Reporting to the Finance Director, this role is critical in providing office and facilities management including supervising and monitoring of the Business Services Team. This includes, but is not limited to:

  • Managing the travel, transport and accommodation as required
  • Maintaining the facilities and office equipment and managing third party suppliers such as cleaners and alarm providers
  • Managing HSE calendar and ensuring the maintenance of First Aid equipment and certification
  • Responsible for effective reception cover and stationary orders
  • Overseeing the booking of company events and conferences
  • Assisting in preparing letters, presentations and reports

ROLES & RESPONSIBILITIES

Principal Duties

  • Travel – Working alongside Business Services Coordinator to arrange and provide comprehensive travel packs
  • HSE – Maintenance of the HSE Manual & all documentation
  • Liaising with in country managers providing assistance and guidance of the maintenance of their in country facilities and premises
  • Coordinate bi-monthly office inspection for all offices and carry out the inspection for Aberdeen offices
  • Coordinate fire drill for Aberdeen and ensure fire safety regulations/ drills are in place for all offices
  • Manage PAT testing for UK offices
  • Manage VDU Form completed by all employees annually in April
  • Ensure first aid cover is in place for all offices
  • Maintenance of all the office and offsite Business Continuity Plans
  • Maintenance of company documentation including but not limited to:- Property, suppliers and vendors for all entities, company insurance for all entities, company documentation for all entities and completing insurance paperwork for March 31st renewal each year
  • Company - Office Lease agreement maintenance for all activpayroll offices, office furniture purchase etc, Aberdeen office inspection report actions
  • Audits – Booking and coordination
  • Business Management System - review and update documents assigned to Business Services Manager
  • Approve payments made by Business Services Department on company credit cards
  • Office maintenance including alarms, door combination, and third-party suppliers
  • Assisting in facilities management of other activpayroll offices when required
  • Annual review of electricity & water provider for offices
  • Business Services manual review and maintenance
  • Updating professional Subscriptions as required
  • Inviting and monitoring responses for various annual events

Service Excellence

  • Ensure the effective and smooth running of the Business Services Department
  • Supervising reception
  • Monitoring overheads approval and budgets
  • Proving an accurate and consistent service for travel and accommodation

Team Focus

  • Prioritise workload on a day to day basis
  • Ensuring that knowledge is shared within the team and with other relevant personnel
  • Maintaining a good relationship with the Business Services Team and other teams within the business
  • Developing a good working relationship with third party providers
  • Ensuring a safe working environment and raising any health & safety concerns immediately

Commercial Awareness

  • Identifying and implementing process improvements
  • Meeting targets as required

Professional & Personal Development

  • Ensuring that your teams appraisal objectives are reviewed regularly
  • Updating and sharing relevant information with your team in order to improve service
  • Achieving your personal appraisal objectives

Competencies

  • Ability to build and maintain effective relationships both internally and externally
  • Minimum 3 years office management experience
  • Highly organised
  • Good telephone manner
  • Leadership and management skills
  • Calm under pressure
  • Self-starter, able to work on own initiative, generate ideas/improvements etc
  • Good level of IT literacy, familiarity with databases and excellent Microsoft office knowledge
  • Proactive approach to problem-solving
  • Acts in a professional manner at all times as is consistent with the aims and values of the team/company
  • Confident approach to work
  • Good written communication skills

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