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Senior Office Manager - Kirkintilloch

Senior Office Manager

Working Hours: 40 hours per week
Contract Type: Permanent
Location: Ratho Park, Edinburgh, Kirkintilloch or central Glasgow
Responsible To: Regional Director

Founded in 1970, RPS is a leading global professional services firm of 5,600 consultants and service providers. Located in 125 countries across all six continents we define, design and manage projects that create shared value to a complex, urbanising and resource-scarce world.
We work across six sectors: property, energy, transport, water, resources, defence and government services. Our services span twelve clusters: project and programme; management; design and development; water services; environment; advisory and management consulting; exploration and development; planning and approvals; health, safety and risk; oceans and coastal; laboratories; training and communication and creative services.
We stand out for our clients by using deep expertise to solve problems that matter, making them easy to understand and by being easy to work with.

We are currently seeking an individual to manage and co-ordinate all office administration activities across three of our offices in Scotland, at Ratho Station, Kirkintilloch and central Glasgow. This individual will be responsible for providing effective administrative support to the RPS Water business in Scotland.

The main responsibilities of the Senior Office Manager will include but are not limited to:

• Co-ordination of administrative activities across the 3 Scottish offices and ensuring a consistent approach is adopted.
• Lead, manage and undertake administration duties relating to:
o Safe day-to-day operation and management of offices including reception, visitor management, switchboard and mailroom activities
o Purchasing and supplier invoicing
o Management of monthly client invoicing process
o Supporting HR teams to manage absence, sickness, expenses, overtime etc
o Project-related administration duties in support of project delivery teams.
• Line management of 3-5 office administration staff across the 3 offices
• Working closely with QUENSH and project teams in Scotland to ensure business processes are adhered to and run efficiently.
• Liaison with RPS centralised teams including HR, Finance and IT to manage and co-ordinate activities and initiatives
• Ensuring compliance with RPS Integrated Management System processes and procedures.
• Ensuring adequate arrangements are in place to cover periods of leave for all administrative staff.
• Provide support to senior management staff to include diary management, facilitating meetings and the preparation of reports and presentations.

We are keen to hear from individuals who possess the following skills and attributes:

• Have a relevant Business Administration qualification and/or substantial experience and understanding of business administration activities
• Excellent IT skills and working knowledge of Microsoft Office applications
• Clear and fluent communication skills, both written and oral;
• Quality, timely and accurate throughput of work, with attention to detail;
• Ability to use their own initiative to problem solve
• Confidentiality at all times;
• Ability to lead, motivate and coach staff, with an understanding of team dynamics
• Proactive approach to change, efficiency and best practise;
• Confident, mature, positive and professional outlook.
The role will require regular travel between the 3 office locations and the successful candidate will be expected to spend at least 1 day per week in each office location. Therefore, possession of a full UK driving licence is essential.

RPS is an equal opportunity employer.