Job Description

Role Purpose: The Office Manager is responsible for the effective day-to-day management of office operations and facilities support across the Association, with primary responsibility for the Edinburgh office and defined operational support for the London office.

Key Responsibilities

• Oversee the day-to-day running of the Edinburgh office, helping ensure the office environment is safe, well-maintained, well-organised and fit for purpose.
• Act as the main point of contact for office-related issues, coordinating timely responses to maintenance, repairs, equipment issues and practical workplace requirements.
• Support practical office setup and changes, including workstations, office equipment, access arrangements and general workspace organisation.
• Help maintain an office environment that is welcoming, tidy and functional for colleagues and visitors.
• Support the coordination and upkeep of office-related health and safety requirements, including risk assessments, routine checks, first aid arrangements, fire safety coordination and related records.
• Maintain clear and accessible records relating to office safety, compliance and facilities management.
• Provide defined operational support for the London office, including acting as a point of contact for office-related matters affecting London colleagues.
• Liaise with the London office landlord, building management and relevant contractors on practical office, facilities and compliance matters.
• Visit the London office on a regular but proportionate basis to help review office condition, identify support needs, and ensure key operational, safety and workplace requirements are being maintained.
• Help ensure colleagues in London have appropriate support on office-related issues and that responsibilities are clear and followed through.
• Support onboarding arrangements for new starters from an office and workplace perspective, including practical setup and access requirements.
• Contribute to improvements in office systems, processes, guidance and workplace resources to support a well-run and efficient office environment.

Person Specification

Essential:

• Demonstrable experience in an office management, facilities, workplace support, operations support or similar role.
• Experience of coordinating contractors, suppliers, repairs, servicing or other office-related external support.
• Experience of supporting or coordinating routine health and safety, workplace compliance or office administration activity.
• Strong organisational skills, with the ability to manage a varied workload and follow through on practical actions consistently.
• Good judgement and problem-solving ability, with a practical and proactive approach to day-to-day issues.
• Strong communication and interpersonal skills, with the ability to work constructively with colleagues, landlords, contractors and service providers.
• Good administrative skills and attention to detail, including the ability to maintain accurate records and track actions effectively.

Desirable:

• Experience of supporting office operations across more than one site or location.
• Experience of liaising with landlords or building management providers.

Behaviours and Ways of Working

• Accountability: Takes ownership of office-related issues and actions, follows through reliably, and maintains high standards of organisation and responsiveness.
• Respect: Works supportively and professionally with colleagues, contractors and visitors, helping create a positive and well-managed office environment.
• Curiosity: Looks for practical improvements to office systems, workplace organisation and day-to-day ways of working.

General: Carry out any other reasonable duties consistent with the scope and purpose of the role.

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