Facilities and Office Manager, London

Join us at Carnall Farrar (CF) and contribute to our mission of being an employer of choice in the healthcare sector. Your role as Facilities and Office Manager will be integral to the smooth and effective running of the company. The role will lead on facilities management, contracting with providers, on all aspects of IT and knowledge management. Together these functions are essential to creating and maintaining a positive working environment for all team members.

Carnall Farrar (CF) is a growing management consultancy which works across all aspects of the healthcare sector from supporting the NHS to serving major life science companies. We are passionate about, and experts in, healthcare. Founded in 2013 we have grown over the past 11 years to a core staff of around 70 across consulting, data science and corporate functions. We have a strong reputation in the healthcare sector and are highly regarded both internally and externally for the level of support and development we give our people.

About the role

The role is pivotal to the future growth of the company. As CF expands within the UK and internationally, the Facilities and Office Manager will be responsible for assessing options and securing great CF offices in new locations which maintain standards, facilities, IT and facilitate a sense of one company and one team wherever the work is delivered from.

Reporting to the Partner with responsibility for facilities and office management, the role will be part of the wider Corporate Team. The role has a direct report, the Facilities & Office Management Assistant who supports the daily running of the office and ensures standards are maintained. Providing support and development opportunities to the Assistant will be vital in ensuring their success at CF and in their apprenticeship.

Responsibilities

The requirements, responsibilities and duties of the role will include, but are not limited to:

1. Strategic and business planning
   • Assess the facilities and office requirements to underpin the corporate strategy
   • Keep abreast of industry practice on creating excellent working environment and assess the adaptions CF should be making
   • Collaborate in the business planning process, planning facilities and office management requirements, preparing budgets and options
   • Set annual business goals for the team and quarterly OKRs to enable a high-performing function and team.
2. Office management
   • Assess and secure the best offices for CF, creating an attractive and productive working environment for all staff
   • Always maintain a professional working environment, ensuring the Facilities Management Assistant proactively fulfils the daily tasks, and filling in when necessary
   • Collaborate with the wider CF team to ensure their duties to the creating a positive working environment are maintained
   • Serve as the main point of contact for the CF Leadership Team regarding all building facilities and queries relating to our office space(s)
   • Ensure that office processes and systems are maintained to provide a seamless work environment for employees and guests; this includes visitor and resource management (e.g. desk and meeting room bookings)
   • Oversee inventory management of office supplies, kitchen goods, equipment and refreshments maintaining high standards, delighting team members and making cost-effective use of resources
   • Organise the distribution of incoming and send outgoing mail for CF, ensuring the highest levels of discretion
   • Oversee our physical learning resources, with support from the People Team to ensure employees have access to materials that support continued development
   • Organise events and hospitality for both internal and external stakeholders
   • Identify improvement and maintenance requirements and coordinate office changes to minimize disruption to the work of the team
   • Manage relationships with contractors, suppliers, and service providers, ensuring high standards are met
   • Monitor and manage office costs within the set budget, contributing to a cost-effective operation
3. Information technology
   • Assess the IT needs of the company to enhance effectiveness and efficiency and create an excellent working environment for employees
   • Review IT service support requirements, procure and manage contracts for support ensuring high standards for employees and excellent value for money for the company
   • Set and manage IT budgets each year, taking account of corporate strategy, business goals, the needs of staff, licenses, software, security issues and audits needed to meet legal requirements
   • Work closely with our IT service provider to improve our systems, review security reports and act on issues with urgency with the support of the Lead Partner
   • Purchase all IT equipment working with the Apple Account Manager to secure the most cost-effective plans and to remediate any issues that arise
   • Manage the phone network provider costs for contracts and make adjustments to contracts for specific needs
   • Establish effective management of CF’s equipment, ensuring the timely issuance of equipment to new joiners and the return of equipment from leavers, working with our IT support service to continuously monitor and ensure correct equipment supplies
   • Manage the resale and/or donation of used equipment to employees leaving the business or to not-for-profit companies.
4. Knowledge management
   • Own the knowledge management strategy and plan for company which facilitates staff to deliver consulting excellence whilst maintaining required confidentiality and information governance standards
   • Protect the intellectual property that CF creates through the establishment of systems and processes that recognize its value
   • Monitor adherence to the knowledge management strategy and provide management information to the leadership team via SharePoint to enable compliance
   • Manage the legal requirements associated with knowledge management
   • Continuously update SharePoint’s structure to improve the sharing of knowledge and communications
   • Work with the commercial and leadership teams to ensure compliance against the requirements of the closedown of projects.
5. Team leadership and development
   • Cultivate and lead a high-performing team, encouraging collaboration, excellence, innovation, and a culture of ongoing learning and growth
   • Be the line manager to the Facilities Management Assistant
   • Delegate tasks effectively to direct reports and other team members, considering capabilities, development goals, and capacity
   • Collaborate with teams across the business, including the administration team, the CEO’s office, the data innovation team, the finance team, and the people team.

Minimum Requirements

• 2+ years of office management experience
• Exceptional organisational skills and time management abilities
• An eye for detail and a true appreciation for upholding high standards
• An eye for aesthetics and an understanding of how to create an appealing and positive working environment for all staff
• Appreciation of the equality and diversity in working environments and best practices to ensure inclusive spaces
• Experience with SharePoint as a document storage and management centre
• Robust administrative and operational process experience
• Ability to manage budgets and track expenses
• Knowledge of office operations, vendor management and contract negotiation
• Familiarity with workplace compliance and health and safety regulations
• Excellent verbal and written communication
• Relevant degree or certification

Our commitment to Diversity & Inclusion

We are committed to building an inclusive and supportive culture where diversity thrives, and all our people can excel. We only recruit, promote and reward our people based on their skills and contribution, without regard to gender, race, disability, religion, nationality, ethnicity, sexual orientation, age, marital status, or other characteristics.

Flexible Working

We operate a hybrid-working policy; corporate team members need to be physically together for a minimum of 4 days a week between core office hours of 10am-4pm. Travel to other CF offices in the UK may be required as and when established. In addition, for up to four weeks a year each member of staff can work entirely virtually.