Office Manager & Personal Assistant

Job Description

Office Manager & Personal Assistant

📍 Location: Derby
🕒 Employment type: Full-time

👥 Your Future Team

We are looking for a highly organised, proactive and approachable Office Manager & Personal Assistant to become the central point of support for our Derby office.

This is a varied and rewarding position combining office management, facilities coordination, administration and personal assistant support. You will play an important part in creating an efficient, welcoming and productive workplace, ensuring the smooth day-to-day running of the office while supporting the Business Unit Director, local management and employees.

🎯 Your Missions

🏢 Office Management and Facilities

🔹 Welcome and assist visitors, creating a professional first impression.
🔹 Oversee the day-to-day operation of the Derby office.
🔹 Coordinate facilities activities and liaise with contractors, suppliers and service providers.
🔹 Manage office supplies, stationery and equipment requirements.
🔹 Coordinate desk allocation, meeting room bookings and the effective use of office space.
🔹 Manage office access passes and visitor arrangements.
🔹 Coordinate IT equipment requirements for new starters and leavers.
🔹 Support office compliance activities, including health, safety and security requirements.
🔹 Act as the Office Fire Marshal, First Aider and Responsible Health and Safety Officer. Training can be provided where required.
🔹 Maintain office noticeboards and workplace communications.

📅 Personal Assistant and Administrative Support

🔹 Manage diaries and meeting schedules for the Business Unit Director.
🔹 Monitor correspondence and support administrative follow-up where required.
🔹 Prepare meeting packs, presentations and other business documents.
🔹 Organise meetings, take minutes where required and monitor actions through to completion.
🔹 Act as a key point of contact for internal and external stakeholders.
🔹 Handle confidential and sensitive information professionally and discreetly.
🔹 Coordinate meeting rooms, catering and hospitality requirements.
🔹 Arrange travel and accommodation where required.

🤝 People and Culture Support

🔹 Support the onboarding of new employees and contractors.
🔹 Coordinate Day One inductions and office orientation activities.
🔹 Organise employee meetings, engagement activities and social events.
🔹 Prepare and distribute office updates and communications.
🔹 Maintain organisational charts and relevant office records.
🔹 Identify opportunities to improve office administration and working practices.

Qualifications

✅ Essential Skills and Experience

🔹 Previous experience in an Office Manager, Personal Assistant, Facilities Coordinator or Business Support position.
🔹 Excellent organisational and time-management skills.
🔹 The ability to manage multiple priorities and work independently.
🔹 Strong written and verbal communication skills.
🔹 Confidence when working with employees, visitors, senior stakeholders and external suppliers.
🔹 Excellent attention to detail and a high level of administrative accuracy.
🔹 Strong Microsoft Office skills, including Outlook, Word, Excel, PowerPoint and Teams.
🔹 A proactive, flexible and solutions-focused approach.
🔹 The ability to handle confidential information with discretion.

⭐ Desirable Skills and Experience

🔹 A qualification in Business Administration, Office Management or a related discipline.
🔹 Previous experience or training in First Aid, fire safety or workplace health and safety.

Additional Information

🔐 Additional Information

Whilst we encourage applications from all nationalities, roles within Assystem UK may be subject to security and export control restrictions due to the nature of the work undertaken.

These restrictions mean that factors including your nationality, any previous nationalities you have held and your place of birth may limit the roles you are eligible to perform for the organisatio

NOTICE TO CANDIDATES ON RECRUITMENT FRAUD - We are committed to safeguarding candidates from fraudulent activity associated with our recruitment process. Please note that we will never offer specialist CV writing services, request payment or ask for sensitive personal information during the recruitment process.

We are committed to equal treatment of candidates and promote, as well as foster all forms of diversity within our company. We believe that bringing together people with different backgrounds and perspectives is essential for creating innovative and impactful solutions. Skills, talent, and our people’s ability to dare are the only things that matter !. Bring your unique contributions and help us shape the future.