Office Manager

Location: Office-Based (Occasional Travel to Other Sites)

Contract Type: Full-time, Permanent

About the Role:

We’re recruiting for an Office Manager & AI Champion to join a growing organisation in a unique role combining HR and Health & Safety administration, general business support, AI, coding and process automation.

This is first and foremost a hands-on administrative and process-focused role, rather than a specialist HR, Health & Safety or IT position. You’ll take ownership of the day-to-day administration that keeps key business functions running smoothly, while using AI and digital tools to make those processes faster, smarter and more consistent.

A major part of the role will be acting as the organisation’s internal AI and digital efficiency champion. You’ll identify repetitive or manual administrative processes across HR, H&S, Fleet, Accounts and Payroll and develop practical solutions using AI, coding, scripts and automation tools.

You don’t need to be a full-time software developer, but you must have genuine hands‑on technical ability and be comfortable building simple tools, writing scripts and showing non-technical colleagues how AI can improve the way they work.

Working closely with senior leadership, you’ll have the opportunity to make a visible impact on how the organisation operates day to day.

Key Responsibilities:

HR Administration

• Manage day-to-day HR administration including contracts, offer letters and starter/leaver processes
• Maintain accurate employee files, right-to-work documentation, training records, absence and holiday information
• Coordinate recruitment administration including interviews, candidate communication and applicant tracking
• Support probation reviews, performance review cycles and employee relations administration
• Produce HR reports and management information for senior leadership
• Use AI tools to improve the efficiency, accuracy and consistency of HR administration
• Escalate matters requiring specialist employment law advice to external HR support

AI, Coding & Process Automation

• Act as the organisation’s internal AI and digital systems champion
• Identify repetitive administrative processes that could be improved or automated using technology
• Build simple scripts, macros, templates and automations using tools such as Python, VBA, Power Automate or similar
• Develop AI-assisted workflows for document drafting, reporting, data processing and record summarisation
• Explore practical uses of tools such as Microsoft Copilot, ChatGPT and Claude across different departments
• Support the development of simple dashboards and reporting tools
• Test and recommend new AI tools where there is a clear and practical business benefit
• Work with external AI/IT specialists where more complex development or integration is required

Cross-Department AI Support

• Support HR with AI-assisted documentation, reporting and administrative workflows
• Help Fleet and Workshop teams improve scheduling, defect tracking and maintenance records
• Support Accounts with invoice checking, data validation and reconciliation tools
• Help Payroll automate timesheet checks, identify anomalies and improve processing efficiency
• Train colleagues to use AI and digital tools confidently, effectively and safely
• Deliver simple workshops and one-to-one training for colleagues with different levels of technical ability

Health & Safety Administration

• Coordinate day-to-day H&S administration and documentation
• Maintain risk assessment templates, method statements and site induction records
• Manage H&S training schedules, certification renewals and toolbox talk records
• Log incidents and near misses and track follow-up actions
• Maintain accurate, audit-ready documentation
• Support accreditation renewals by coordinating documentation for external H&S specialists
• Use AI and digital tools to improve H&S administration and reporting
• Produce straightforward dashboards and summaries for senior management

Office & Business Administration

• Support the smooth day-to-day running of the office
• Manage supplies, facilities, post, telephone and visitor administration
• Support senior leadership with diary management, meeting coordination and minute-taking
• Maintain organised digital and physical document control systems
• Provide administrative support on ad hoc projects across the wider Group

Candidate Profile:

• Strong previous experience within HR administration, business administration or office management
• Practical experience managing HR processes including employee records, recruitment coordination and starters/leavers
• Exposure to H&S administration such as training records, inductions, documentation or incident reporting
• Demonstrable hands‑on experience using AI tools to improve business or administrative processes
• Practical coding or scripting ability, using Python, VBA, SQL or similar
• Strong understanding of how automation can reduce repetitive administrative work
• Excellent Microsoft 365 skills, particularly Excel, Word, Outlook, SharePoint and Teams
• Confident communicator who can explain technical concepts simply to non-technical colleagues
• Highly organised with excellent attention to detail and discretion when handling confidential information
• Proactive problem‑solver who enjoys finding smarter and more efficient ways of working
• Comfortable working across multiple departments and managing varied priorities
• Experience using Power Automate, Zapier or other low‑code automation platforms
• Experience creating internal dashboards or automated reporting
• Exposure to HR/payroll, accounting or fleet management systems
• Experience within construction, civils, utilities, plant hire or another operational/regulated environment
• Previous experience delivering AI, systems or technology training to colleagues
• CIPD, IOSH or NEBOSH exposure or qualifications – although these are not required for this administrative‑level role
• Experience within a multi‑site or multi‑entity organisation

What Our Client Offers:

• A unique role combining business administration with AI, coding and automation
• Opportunity to become the internal lead for practical AI adoption across multiple departments
• Direct exposure to senior business leadership
• Scope to identify problems and build practical solutions rather than simply following existing processes
• Broad exposure across HR, H&S, Fleet, Accounts and Payroll
• Opportunity to develop technical, operational and business skills within one position
• Full-time, permanent opportunity within a growing organisation

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