Office Manager

To be a successful Office Manager you should be reactive, proactive and responsive to facilitating smooth, efficient HQ operations by planning carefully, anticipating needs, and providing reactive, reliable assistance. You should be adaptable, flexible, supportive, and detail-oriented to all core operations of head office activities and their respective team leaders.

The Office Manager at Oakleafe is responsible for facilitating the needs of the directors, overseeing and optimising the day-to-day operations of the core departments, the premises, and other core functional areas. This key role is critical in ensuring the efficient functioning of the company by aligning departmental operations with organisational goals, improving processes, and fostering cross-office collaboration.

Your responsibilities would be inclusive of but not restricted to:

1. Departmental Oversight:

• Supervise and provide strategic guidance to departments, departmental heads and other relevant personnel.


• Ensure all internal & external communications are dealt with professionally and appropriately.


• Set departmental goals, monitor progress, and ensure alignment with the company's strategic objectives.


• Support the operations of the business as required in full.


• Facilitate cross-functional communication and collaboration among departments.


• Manage the maintenance of documents and templates across the Oakleafe Group


2. Strategic Planning:

• Contribute to the development of the company's overall strategic plan.


• Develop department-specific strategies and initiatives that align with the company's long-term goals.


• Continuously identify opportunities for operational improvements and efficiencies.


• Ensure resources are efficiently applied


• Anticipate and plan appropriately for known or statutory events


3. Process Optimisation:

• Streamline operational processes and workflows within each department.


• Implement best practices and efficiency measures to enhance productivity and reduce costs.


• Ensure the standardisation of processes and company policy


• Manage and ensure the availability of key performance indicators (KPIs) to measure process effectiveness.


• You are expected to be fully competent with all processes within the company and able to manage and implement their application across the group of Oakleafe companies.


4. Resource Allocation:

· Maintain management of departmental budgets, allocate resources, and monitor expenditure.

· Ensure that departments have the necessary assets, personnel, and resources to achieve their objectives.

· Be ultimately responsible for ensuring the company's core functions are met at all times

· Cover roles as required to ensure the companies objectives are met.

· Ensure HR comply with the employee lifecycle processes and procedures from interview to exit stage.

5. Performance Management:

• Manage and implement regular performance reviews / appraisals and provide feedback to directors.


• Identify training and development needs and create plans for skill enhancement for presentation.


• Address performance issues and implement corrective action as necessary.


• Maintain staffing levels and hire/fire as required.


• Lead core processes and make improvements as required.


6. Compliance and Policies:

• Ensure that departments adhere to company policies, industry regulations, and relevant legal requirements.


• Implement and monitor compliance measures, reporting, and documentation.


• Oversee RMAR, FOS, FCA & all compliance requirements.


• Manage SAR & all complaints ensuring our obligations are met in full.


• Ensure compliance with annual accountancy obligations and returns.


• Maintain and update procedures in line with company operations.


• Ensure annual renewals are fulfilled.


• Manage the implementation of training plans and accreditations.


7. Reporting and Communication:

• Prepare regular reports for management and the directors on departmental performance and operational initiatives.


• Foster clear and effective communication channels among departments and management


• Be a Claimtrack ambassador to foster good practice and understand all elements of its use.


• Ensure visitors are correctly received and accommodated professionally.


• Manage all aspects of the company's hospitality.


• Ensure meetings are well documented, action points are completed and templated.


• As a minimum, attend regular monthly meetings and provide reports to directors.