London, UK
Practice manager
at John Robertson Architects
John Robertson Architects (JRA) has a vacancy for a practice manager to be part of its team in London.
John Robertson Architects is looking for a full-time practice manager to support the directors in the management of the business.
The role requires the candidate to have excellent organisational skills and a flexible and proactive approach. You should be able to work effectively within a team and also lead and motivate staff. You should be confident liaising with both internal and external clients. You will bring enthusiasm to the role and be self-motivated and proactive. Candidates should be professional and presentable with excellent written and spoken communication skills and be able to take the initiative in all aspects of the role. Managing your time effectively and an ability to work to strict deadlines is critical.
The ideal candidate would have experience in a similar role in a professional services environment, but other relevant experience will be considered. We recognise that the job specification below represents a wide-ranging skill set and if you do not have experience in all of the duties set out, we will accept applications from candidates who are able to demonstrate experience in the majority of them.
Job description and duties
The practice manager reports directly to the directors and has responsibility for administrative support, including general office management and housekeeping and will supervise and line manage the receptionist, practice assistant and document controller. The practice manager will work in concert with IT manager and finance director to ensure the smooth running of all aspects of the support processes.
The practice manager will assist the senior management team and the directors with the administration and management of appointments, legal matters and the quality management system and will assist with facilitating other specialist working groups within the practice.
The duties of the practice manager will include
General management:
- supervise and support the practice assistant in managing facilities, office housekeeping, security, premises maintenance and other related issues
- work with the IT manager in maintaining suitable ICT resources and systems for the operation of the business
- work with and support the marketing coordinators in carrying out their marketing, public relations and business development duties
- supervise, manage and support the practice assistant and receptionist in providing administrative support to the architectural staff and an excellent visitor experience
- ensure maintenance of suitable professional indemnity, employer’s, public liability, office insurances and memberships
- completing annual AJ100 survey
- maintain and develop suitable and compliant business policies
- ensure business continuity and disaster recovery plans are maintained and kept up to date
- with the finance director, maintain, update and develop practice data records
- assist with matters related to project resourcing and fee management
- schedule board meetings, issue agendas, take and publish minutes
- report to the board on support process matters
- manage security of the practice’s premises
- assist with the management of the JRA Polish office, including assisting the branch director with local HR, legal, insurance and premises matters
Quality management system:
- with the quality manager, maintain and develop the quality management procedures in line with requirements of ISO 9001
- work with and assist head of sustainability the quality management procedures in line with requirements of ISO 14001
- assist with updating and publishing QMS documentation
- support quality manager and head of sustainability with external BSI audits
- ensure ‘Constructionline Gold’ membership is maintained
- ensure RIBA chartered practice membership is maintained
Legal and appointments:
- assist the project teams to review appointments and related documents, liaise with PI insurers and other legal advisors and assist with negotiations
- administer process of signing, recording and filing appointment documentation
- maintain register of appointments
- administer sub-consultant appointments and maintain records
- assist with administration of non-disclosure agreements and with other legal matters
Human resources:
- manage and maintain HR processes
- work with the directors to initiate and manage the recruitment process
- coordinating the selection and interview process
- managing offers to candidates and completing offer documents
- managing visas processes and right-to-work issues where required
- carrying out new starter office inductions
- maintaining and checking staff paperwork, records and JRA databases
- work with the directors to maintain visa sponsor status and oversight of visa and immigration requirements
- work with the directors to ensure the company HR policies and contract documents are kept up to date and compliant with regulations
- work with the directors to ensure JRA compliance with GDPR requirements
- managing the staff appraisal process, maintaining records and providing feedback to the board
- ensuring that HR processes comply with the ISO 9001 and 14001 Quality Management System and taking part in external and internal audits
- carrying out staff risk assessments where required
- administration associated with changes to staff employment conditions such as salaries and promotions
- managing the staff holiday request, sickness records
- carrying out leavers interviews and recording output
- overseeing and working with practice assistant (with assistance from nominated technical staff) JRA staff CPD programme and ensuring RIBA compliance
- administration associated with disciplinary, grievance and redundancy processes (with directors)
- promoting inter-company communication on HR matters and keeping staff up to date with changes in personnel, news and information
- directors’ diary management
- other ad hoc duties
To apply, please send your CV along with a letter, (maximum one side of A4 at 10 pt) via the apply for job button below, setting out how your experience matches the job specification and the value you will bring to JRA.
Please note, this is an office-based role and will require the candidate to work from JRA’s headquarters on Southwark Street, SE1.
The salary is negotiable and dependent on experience.
Candidates must be eligible to work in the UK without restriction.
John Robertson Architects is an equal opportunities employer.