Office Manager

Overview

Part‑time office manager handling security vetting, admin support and facilities management.

Key Responsibilities

• access control
• security vetting
• clearance management
• office systems
• budget management
• facility liaison

Tasks

-Responsible for managing the Automatic Access Control System. -Enhance office efficiency by strategically planning and implementing office systems, layouts, and procuring necessary equipment. -Complete 6-monthly ‘Sub-Contractor – IPSA Assessment Forms’ for clients providing details of the organisation, clearances held, reported changes in personal circumstances, leavers and overseas travel in the last 12 months. -Ensure client security teams are advised of impending travel both for business and leisure, ensuring the relevant forms are completed in accordance with client requirements. -Book external training courses as and when required. -Manage administrative tasks including filing, data entry, and record-keeping to ensure organizational efficiency. -Monitor security vetting and security processing sensitively and proactively applying for renewals on expiry. -Notify the relevant security teams and removing from client records. -Assist with managing the office budget and expenses efficiently and raising PREQS to generate the purchase orders for vendors. -Work with IT to update security clearances. -Uphold a safe and secure working environment, overseeing the induction process for new employees and ensuring compliance with health and safety policies. -Ensure the office environment is well-maintained and arranging necessary repairs as required. -Full scope of security related tasks including liaising with external sites and organisations to ensure accurate delivery of security requirements. -Administer completion of the necessary vetting and security forms for employees and obtaining necessary references. -Liaise with accounts payable and the purchasing department to track, code and approve invoices, assisting with any queries. -Conduct vetting and security processing for relevant clearances pertaining to the Nuclear industry governance and client requirements which includes obtaining BPSS vetting and CTC and/or SC security clearance for employees. -Check client records regularly to ensure all engineering staff records remain active. -Act as the primary liaison with the estate management company to address any facility-related concerns promptly. -Coordinate and schedule meetings, appointments, and assist with travel arrangements as needed.

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Benefits

-Competitive Compensation: We offer a competitive total compensation package unmatched by most industries. -Growth: To keep pace with the expanding energy and utility sector, we are growing more each day, which means more opportunities for you. We encourage our employees to grow alongside our company thanks to a number of significant training and personal development opportunities.

About Kinectrics

-Supports power generation, distribution, and transmission sectors by providing critical services to utilities, nuclear plants, and renewable energy projects. -Offers comprehensive services from engineering design to advanced testing solutions, ensuring safety and reliability across various sectors. -Contributes to major infrastructure projects, aiding in the development of sustainable and resilient energy systems. -Operates in diverse industries from nuclear power to wind energy, ensuring smooth operation and longevity of critical infrastructure. -Essential for companies in utilities, energy, and infrastructure sectors, known for high-quality and innovative solutions.

Sector Specialisms

Security Clearance

-conduct bpss vetting and ctc/sc security clearance for employees. -administer completion of vetting and security forms and obtain necessary references. -complete 6‑monthly sub‑contractor ipsa assessment forms for client records. -monitor security vetting, process renewals on expiry, and update clearances with it. -notify client security teams of travel and ensure required forms are completed. -ensure client records remain active and remove individuals from records when required.