Office Supervisor

We are currently looking for an Office Supervisor to lead our Facilities team in Cardiff.  The successful candidate will be responsible for the smooth running of the office, overseeing a team of 2 and ensuring health and safety standards are maintained. Due to the nature of the role, it is office based (Monday-Friday).

Key Responsibilities:

  • Ensuring stationery and print stocks are always available as required and maintained at a minimum level
  • Manage internal and where necessary external printing / photocopying tasks, prioritising deadlines and that the tasks are being performed to a high standard
  • Manage the archiving and outside storage procedures to ensure the facility is maintained to the required standards including retrieval times
  • Manage Facilities staff to ensure smooth running of the Reception service and the Client Suite
  • Carry out performance management and appraisals for the Front of House and Facilities staff, as and when required
  • Ensuring adequate staffing levels are maintained, and that work is prioritised and carried out to match required deadlines
  • Co-ordinate day to day maintenance requests from staff, and ensure the planned maintenance for the equipment and the building is maintained to the required standard
  • Assist the Head of Premises and Facilities Management with the progressing of projects
  • Liaise with the Head of Premises and Facilities Management to assist with any resource problems covering all areas
  • Manage the administration and facilities budgets. Processing invoices in relation to contracts and suppliers ensuring these are reconciled, authorised and coded as necessary
  • Collation of Facilities invoices on a firmwide level
  • Completion of ad-hoc tasks to assist the Head of Premises and Facilities Management

Health and Safety Responsibilities:

  • Managing Health and Safety on a day-to-day basis, implementation of health and safety procedures, precautions and controls
  • Undertaking risk assessments within the office
  • Ensuring and encouraging the highest possible standards of health and safety within the office by effective communication and consultation with Our People
  • Monitoring standards of health and safety
  • Ensuring good standards of housekeeping
  • Ensuring COSHH data sheet information is kept up to date, as appropriate
  • Providing suitable personal protective equipment
  • Ensuring statutory inspections are carried out (eg lifting equipment)
  • Arranging for planned maintenance of work equipment with records kept
  • Ensuring monitoring procedures for Legionella are implemented as indicated by Legionella risk assessments
  • Ensuring only approved contractors are used by the Firm
  • Monitoring approved contractors to ensure that they operate in accordance with any legal requirements and the Firm’s policy
  • Ensuring fire safety equipment is maintained as required by the fire risk assessment
  • Ensuring that fire wardens and first aiders are appointed, trained and aware of their duties
  • Ensuring lightning conductors are inspected
  • Ensuring asbestos safety controls are implemented, where applicable
  • Carrying out health and safety audits
  • Carrying out accident investigations and notifying of accidents, if necessary
  • Ensuring that the first aid boxes are full
  • Organising evacuation drills and recording the Firm’s performance
  • Ensure that recommendations from audits and risk assessments are fully implemented

Skills / Experience Required

The selected candidate will have at least two years’ experience within an office management / supervisory role, ideally gained within a professional services business.  Other skills should include:

  • Strong communication and stakeholder management skills
  • Professional manner
  • Highly motivated – confident with taking responsibility, and effective at delegating to others
  • Excellent interpersonal skills
  • Attention to detail and analytical skills
  • IOSH qualification is desirable

How to Apply

  • Please email [email protected] to apply with a copy of your CV and cover note to explain your interests in the role.  Please also confirm your salary expectations.
  • Interviews: The interview process will start as soon as suitable candidates have been identified. We will notify you in advance if you are required to carry out a drafting exercise/skills test as part of the interview process.
  • If you have any questions, please email Rob Brown at [email protected] or telephone on 023 8085 7441.
  • Your personal data will be processed in line with our applicant privacy policy which explains how we treat your data.

Please note that we are currently only accepting CVs from direct applicants.