The posting
The Office Manager & Personal Assistant will play a key role in supporting the day-to-day operations and continued growth of LOCKROSE Limited.
The role combines responsibility for office management, compliance coordination, administrative processes and HR support with providing high-quality personal and executive assistance to the Managing Directors.
The successful candidate will ensure the business operates efficiently, company records and compliance documentation are maintained accurately, and administrative processes are managed effectively. They will also provide proactive support to the Managing Directors, helping them manage their priorities, organise their schedules and focus on the strategic development of the business.
As a growing professional services consultancy operating within regulated infrastructure sectors, LOCKROSE requires a highly organised, discreet and proactive individual who can take ownership of administrative responsibilities, anticipate requirements and continuously improve internal processes.
Key Responsibilities
Office and Business Management
- Manage the day-to-day administrative operation of LOCKROSE Limited, ensuring the business runs efficiently and professionally.
- Maintain company records, electronic filing systems, document control processes and internal registers.
- Coordinate meetings, appointments, diaries, travel arrangements and internal company events.
- Manage office supplies, equipment, facilities and relationships with external service providers.
- Act as a central point of contact for general administrative enquiries from employees, clients and suppliers.
- Support employee onboarding and offboarding, including the coordination of documentation, IT access, equipment and internal processes.
- Maintain company policies, procedures, templates and administrative guidance.
- Coordinate with external service providers, including IT support, accountants, insurance brokers, HR advisers and other professional advisers.
- Support the preparation of management reports, presentations, business documents and internal communications.
- Identify opportunities to improve administrative processes, implement efficiencies and support the continued development of company systems.
- Maintain effective filing and record-keeping systems, ensuring documents can be retrieved quickly when required.
- Support business continuity arrangements and maintain relevant emergency contact information.
Compliance and Quality Management
- Coordinate the maintenance of the company's compliance framework, ensuring relevant records, evidence and documentation remain accurate and up to date.
- Maintain compliance registers covering training, qualifications, accreditations, insurance, company policies and other applicable requirements.
- Monitor renewal dates, certification expiry dates and outstanding compliance actions, escalating issues to the Managing Directors where necessary.
- Coordinate internal audits, external assessments and certification activities.
- Support the implementation and ongoing maintenance of company management systems, including relevant quality, environmental, health and safety processes.
- Maintain ISO-related documentation and coordinate audit preparation, corrective actions and supporting evidence.
- Maintain employee training records, qualification records, induction documentation and relevant competency information.
- Coordinate the collection and submission of compliance documentation required by clients, suppliers, procurement platforms and framework providers.
- Support the preparation of Pre-Qualification Questionnaires (PQQs), Selection Questionnaires (SQs), tender submissions and supplier assurance documentation.
- Monitor compliance with internal policies and procedures, bringing potential gaps or overdue actions to the attention of the appropriate manager.
- Ensure confidential company and employee information is stored and handled appropriately, in line with applicable data protection requirements.
- Maintain records of relevant policies, procedures and employee acknowledgements.
- Coordinate the completion of compliance actions with internal teams and external providers.
Personal Assistant to the Managing Directors
- Provide comprehensive administrative and personal assistance to the Managing Directors, supporting their day-to-day activities and business priorities.
- Manage diaries, appointments and meeting schedules, ensuring time is allocated effectively and potential conflicts are identified in advance.
- Arrange internal and external meetings, including preparing agendas, coordinating attendees and distributing relevant documentation.
- Prepare meeting minutes, record decisions and maintain action logs, following up on outstanding actions where appropriate.
- Coordinate business travel arrangements, including transport, accommodation, itineraries and associated documentation.
- Manage incoming correspondence, emails and telephone enquiries, prioritising matters and responding or escalating as appropriate.
- Draft, proofread and format correspondence, reports, presentations, letters and other business documents.
- Prepare briefing notes and collate information required for meetings, client engagements and management decisions.
- Handle confidential business information, sensitive correspondence and commercially sensitive documentation with discretion.
- Organise reminders for key deadlines, meetings, renewals, submissions and other important business commitments.
- Assist with the preparation and coordination of board meetings, management meetings and company planning sessions.
- Support the organisation of company events, client meetings, team activities and employee engagement initiatives.
- Maintain effective communication between the Managing Directors, employees and external stakeholders.
- Undertake ad hoc administrative tasks and projects on behalf of the Managing Directors.
- Anticipate the needs of the Managing Directors, identify potential issues and take appropriate action to ensure activities progress efficiently.
- Support the coordination of personal administrative commitments where agreed as part of the role.
HR and Employee Administration
- Maintain accurate employee records, ensuring appropriate documentation is retained securely.
- Coordinate recruitment administration, including interview scheduling, candidate communications and pre-employment documentation.
- Support employee onboarding, including the coordination of starter documentation, policy acknowledgements, inductions and training arrangements.
- Maintain records of annual leave, sickness absence, training and other relevant employee administration.
- Coordinate employee training and professional development activities, including relevant project management qualifications and professional memberships.
- Support the administration of employee benefits and company initiatives.
- Assist with the preparation and maintenance of HR policies and procedures.
- Coordinate employee documentation relating to contractual changes, probation reviews and leavers.
- Liaise with external HR advisers where required and escalate employee matters to the Managing Directors.
- Maintain appropriate confidentiality when handling employee information and sensitive HR matters.
Financial and Commercial Administration
- Support the finance function by coordinating the collection and submission of timesheets, expenses and other relevant documentation.
- Liaise with the company's accountants and finance support providers to ensure information is supplied accurately and on time.
- Maintain administrative records relating to purchase orders, client assignments and consultant contracts.
- Monitor purchase order validity and relevant contractual deadlines, escalating upcoming expiries or issues to the appropriate manager.
- Assist with the preparation of management information relating to business operations and performance.
- Coordinate administrative processes relating to supplier invoices, expenses and other financial documentation in accordance with company procedures.
- Identify discrepancies or missing information and ensure these are referred to the appropriate person for resolution.
- Assist with the organisation and maintenance of financial records required for internal reporting, audits and external reviews.
- Support the Managing Directors with the preparation and collation of information for management reviews and business planning.
Management and Business Support
- Provide administrative and operational support to the Managing Directors and wider management team.
- Prepare regular updates on compliance, HR administration, outstanding actions and other operational matters.
- Maintain action logs and follow up with relevant individuals to ensure agreed actions are completed.
- Support business planning, internal reporting and the implementation of management initiatives.
- Assist with the preparation and maintenance of business continuity arrangements.
- Support the preparation of tender submissions, company presentations, capability statements and other business development documentation.
- Assist with the maintenance of company information required for client engagement, framework applications and supplier registrations.
- Coordinate the administration of professional memberships, accreditations and company initiatives.
- Support the development of effective internal processes as LOCKROSE continues to grow.
- Identify risks, administrative gaps and opportunities for improvement, raising recommendations with the Managing Directors.
- Undertake other reasonable administrative and business support duties as required.
Working Relationships
The Office Manager & Personal Assistant will work closely with:
- Managing Directors.
- Employees and consultants.
- Project and programme managers.
- Clients and client representatives, where appropriate.
- External HR advisers and accountants.
- IT support providers.
- Insurance brokers and compliance advisers.
- Training providers and professional bodies.
- Recruitment partners and other business suppliers.
Requirements
Essential
- Previous experience in an office management, personal assistant, executive assistant, business administration or similar role.
- Strong organisational skills and the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- High levels of accuracy and attention to detail.
- Strong Microsoft Office skills, particularly Excel, Word, Outlook, PowerPoint and Teams.
- Experience managing diaries, arranging meetings and coordinating administrative activities.
- Ability to handle confidential information with discretion and professionalism.
- Experience maintaining records, registers and administrative systems.
- A proactive approach to problem-solving and process improvement.
- Confidence communicating with employees, clients, suppliers and senior management.
- Ability to work independently, exercise sound judgement and recognise when matters require escalation.
Desirable
- Experience supporting directors or senior executives within a professional services business.
- Experience working within a consultancy, engineering business or infrastructure sector.
- Familiarity with compliance management systems, ISO standards or audit processes.
- Experience supporting tender submissions, PQQs, SQs or supplier assurance requirements.
- Familiarity with HR administration, employee onboarding and training records.
- Experience supporting financial administration and liaising with accountants.
- Knowledge of health and safety administration and document control.
- Experience using business management, finance or document management software.
Personal Attributes
The successful candidate will be:
- Highly organised: Able to manage competing priorities, maintain accurate records and ensure deadlines are met.
- Proactive: Anticipates requirements, identifies potential issues and takes action without unnecessary direction.
- Discreet and trustworthy: Handles confidential business, financial and employee information appropriately.
- Professional: Represents LOCKROSE positively when dealing with clients, employees and external stakeholders.
- Reliable: Takes ownership of responsibilities and follows actions through to completion.
- Commercially aware: Understands the importance of efficient administration, compliance and effective business support.
- Collaborative: Works effectively with the Managing Directors, employees and external stakeholders.
- Adaptable: Comfortable working in a growing business where responsibilities and processes may evolve.
- Solutions-focused: Looks for practical ways to improve efficiency, organisation and working practices.
Benefits
What We Offer
- A growing business with clear opportunities for progression and career development.
- A collaborative and supportive team environment.
Salary & Benefits
- £35,000-£45,000 salary
- Profit share scheme
- Private medical insurance
- 5% matched pension contribution
- 25 days annual leave plus bank holidays
