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Office Manager - Evgen Pharma PLC

Posted: 11 July 2018

Closing: 27 July 2018

Office based in Wilmslow, the Office Manager will provide administrative leadership within the Evgen office and will support the four senior management posts.

He/she will create a friendly, welcoming and supportive environment for all head office users and visitors and work as an effective member of the wider Evgen team, providing administrative support to various projects on an as needed basis.

The Office Manager will liaise with Chairman and other Board members to arrange all Board and Board Committee meetings
The ideal candidate will be motivated, driven and well organised; able to cmmunicate effectively and produce high quality documents, letters & reports.

Experience in the pharma/biotech sector is not essential.
This post is part-time with a minimum of 28 hours per week (flexible).

Evgen Office Manager - Job Description
For full details contact Sally Ross:
07741 148 348

Job Title: Office Manager
Responsible to: CEO (for all corporate affairs) and the Clinical Development Officer (for administrative support of research and clinical trials)
Hours: Minimum of 28 hours (flexible)
Scope: The post has no line management responsibility
Location: Office based, Wilmslow

Job Purpose:
The purpose of the Office Manager post is to:
-  Provide administrative leadership within the Evgen office to ensure that all aspects of the day-to-day activities operate efficiently and effectively
-  Support the four senior management posts of Chief Executive Officer, Chief Financial Officer, Clinical Development Officer and Head of Clinical Operations
-  Create a friendly, welcoming and supportive environment for all head office users and visitors
-  Work as an effective member of the wider Evgen team, providing administrative support to various projects on an as needed basis
-  Liaise with Chairman and other Board members to arrange all Board and Board Committee meetings
-  Work within the Evgen aims, objectives and ethos.

Main Duties and Areas of Responsibility:

The main duties of the Office Manager post are categorised into four key areas:
1. Day to day operations
-  To manage the development of good administrative practice across the organisation including maintaining and developing procedures, records and systems
-  To develop, operate and maintain (electronic and hard copies) an effective system for filing of all documentation
-  To provide secretarial support including creating documents and reports using the full range of Microsoft Office programmes available, filing, photocopying and taking minutes of meetings
-  To provide clinical trial administrative support when work load permits
-  Dealing with general enquiries from third party organisations, partner organisations and vendors received by telephone, email and face to face
-  To manage the input of information held on the Evgen server to ensure that it is accurate and complies with any legal or data protection policies
-  To support the whole Evgen team when booking travel and hotels and helping the four senior management roles in maintaining their travel expenses when work load permits
-  To co-ordinate visiting guests and board members including maintaining appointments, the completion of appropriate paperwork and general enquiries.
-  To support staff members in arrangements for external presentations (printing and binding) to institutions, hospital sites and board meetings
-  To maintain and manage the office diaries of the senior management team
-  To ensure information on notice boards is appropriate, up to date and displayed effectively
-  To undertake the role of First Aider, Fire Marshall and to assist the Head of Clinical Operations on all health and safety issues
-  To meet and greet all visitors to the office with a friendly and professional approach
-  To order and maintain stationery and office supplies
-  To ensure that the offices are clean and tidy at all times.

2. Management information
-  To contribute to the production of reports and other documents, for example: the production of the Annual Report, other preparations for the AGM and the clinical trial newsletters.

3. Financial
-  To support the Chief Financial Officer in the day to day financial management keeping any “spreadsheet” up to date, providing financial information for budgets and as needed, liaising with accounts team re incoming invoices
 To manage the petty cash system within the Head Office.

4. Information Technology (IT)
-  To maintain and assist with the operation and maintenance of the on-site IT hardware and software
-  To act as the company archivist when archiving information off-site
-  To help maintain and monitor the Evgen website to ensure any information listed is factually correct at any given time
-  To make recommendations for the current and future IT needs for the business
-  To make amendments to the company website as necessary.

5. Other
-  To work within the policies and procedures of Evgen and apply consistent principles of diversity and equal opportunities throughout the work of the business
-  To take part in appropriate working groups alongside the Quality Manager to review Standard Operating Systems relating to the running of a busy office
-  Attend training as appropriate
-  To undertake any other duties as may reasonably be required
-  To attend offsite meetings which may occasionally require overnight stays within the United Kingdom
-  To create a new starter pack including passwords and instructions for the Evgen systems and the office buildings

Qualifications and experience:
- Experience of working with minimal supervision as the sole or main office manager for a small, but growing, organisation is essential.
- The ability to understand and implement policies, procedures and legal requirements relating to the management of an office is also essential.

The following skills are essential:

- The ability to communicate effectively with colleagues, contract staff and suppliers
- The ability to produce high quality letters, reports, presentations and documents in the established Evgen format
- Extensive IT skills including at least the use of Outlook, Word, Excel and Powerpoint
- Excellent literacy and numeracy
- Excellent time management skills
- An ability to prioritise work load, multi-task and deliver against targets
- To use initiative and adopt a creative approach to problem solving
- The ability to work effectively without supervision
- Aptitude and desire to work collaboratively and flexibly, supporting others
- A methodical and accurate approach to work
- Good timekeeping and punctuality