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Location: Lodon Holborn Gate

Work Patten:

• 30 hours per week
• 3 days a week based in London Holborn Gate office (9.00 – 5.30pm), remaining day can be worked from home, with flexibility to be agreed. Occassional travel to Cirkle's Marlow, Bunckinghamshire, office may be required.

Summary

Reporting into the Culture Director, with a dotted line into the Holborn Gate Office Manager, the Operations & Administrative Executive is responsible for helping to drive the day-to-day operations of Cirkle's offices. From supporting the facilities management of Cirkle's Marlow and Holborn Gate sites, to supporting teams across the agency with general admin support, including supporting the send out of mail-outs, ordering items, and supporting with event management. The Operations & Administrative Executive is critical in our efforts to exceed our team's operations needs while continuing to uphold our core company values and culture. Although this is a role that will involve the individual working independently, taking ownership, responsibility and pride for key and critical tasks, this role requires team integration and working with everyone across the agency.

Key Responsibilities:

Office & operational efficiency

• Work closely with the Office Manager at Holborn Gate and serviced offices teams at Marlow to make the space and systems fit for our team's requirements and ensure we are creating a positive and warm working environment for our teams
• Provide front-of-house support at Cirkle's Holborn Gate office (at least 2 days per week), welcoming Cirkle visitors, facilitating and managing meeting requests and hospitality, and making a positive first impression for visitors entering the floor
• Ensure both Holborn Gate and Marlow sites, operate efficiently and smoothly, proactively providing support to teams with any office needs
• Ensure that the working environment of both offices reflect Cirkle's positioning and create the necessary impact and positive feel for the team – the space should be one we are all proud of
• Ensure that those individuals working from home have the right set up, regularly reviewing requirements and proactively suggesting ideas/initiatives to make improvements
• Arrange refreshments and any other requirements for meetings including lunches, when requested
• Order and manage kitchen/snacking and drinks for the team - ensure out of date food is managed and food is replenished regularly
• Purchase office supplies & consumable items (e.g. coffee machine supplies, printer cartridges) and monitor expenditure, identify cost efficiencies and value for money improvements
• Manage issue of London and Marlow key cards in an efficient and effective manner
• Keep team abreast of any updates across either sites during regular Stand Up slot on a Monday
• Manage agency sustainability reporting and tracking – be an active part of the Sustainability Champions group, and provid4 quarterly updates to Culture Director. Proactively developing ideas and initiatives to support agency's sustainability efforts
• Support agency charity partnerships and any support needed
• Manage the company's storage and archive facilities, ensure they are managed efficiently, kept tidy and an inventory is kept regularly updated. Arrange the recycle/disposal/reuse of unwanted items

Communications

• Manage and answer in-bound emails and phone calls
• Manage incoming and outgoing post, including couriers. Inform team members when post and other deliveries arrive for them and forward on to them in a timely manner if appropriate.
• Take notes at weekly Stand Up
• Keep team abreast of when you will be in each office

Team Support

• Support account teams across the business by supporting on press and influencer mail-outs when needed. Mail outs to be managed seamlessly, giving high attention to detail, and keep teams abreast of when the task has been completed
• Support the account teams across the business with general administrative duties e.g. ordering items, booking tickets etc
• Support the SLT with ad-hoc requests – e.g. travel bookings, new business support, client gifts and general operations support
• Manage the employee experience calendar, ensuring individuals receive gifts and recognition for key milestones, e.g. welcome packs, birthdays, anniversaries, weddings, babies, house-moves, engagements, and farewell gifts and cards. Ensure gifts are presented and packaged appropriately, and demonstrate care.
• Play an active role in supporting office based and external social events, and events and initiatives developed by Cirkle's internal teams (Celebration & Belonging Team, Wellbeing Team, and Diversity & Inclusion team)

H&S

• Ensure compliance with H&S regulations and ensure all work spaces adhere to regulations, including monthly H&S reporting to Inizio
• Ensure employees and visitors are informed and/or trained on relevant health and safety information (e.g. health and safety notices, inductions for new starters)
• Design and deliver bi-annual H&S team training with support
• Co-ordinate fire wardens and first aiders, ensuring that their training qualification are up to date, conducting regular meetings to capture incidents and lessons learnt
• Chair bi-annual Health & Safety Committee Meetings
• Complete regular First Aider and Fire Warden training

IT

• Facilitate support requests (liaising with the IT Consultant as required) and trouble-shooting one-off issues

Cirkle Values

Live, breathe and display Cirkle's values and behaviours at all times.

• Courage – we push boundaries
• Passion – we go above and beyond
• Ownership– we're in it together
• Trust – we do the right thing

Person spec

• Excellent, demonstrable organisational skills with a strong attention to detail
• Positive, solutions-orientated and self-motivated
• Reliable, trustworthy and consistent
• Strong written and verbal communications skills
• Pro-active self-starter with ability to use initiative
• Good team-player but also able to work independently and manage own workload

About us:

At Cirkle, we believe that PR has a strategically purposeful role in building trust with consumers, stakeholders and partners – to create change and commercial value. Our team of PR strategists, creatives, comms experts and publicists create integrated campaigns that are rooted in purpose driven insight and brought to life through brilliant creative.

Our culture at Cirkle and supporting our teams is what matters most. Our business prides itself on creating a unique environment which genuinely puts our employees at the heart of our operation and vision. Don't just take our word for it - our celebrated culture has already landed us a string of top awards over our 25 year history, including; Top 5 in Campaign's Best Agencies to Work For 2020 & 2021, PR Week's Long Term Best Places League Table entrant, Great Places to Work accreditation 2020, 2021 and 2022, and in 2022, Cirkle was recognised by Great Places to Work as a top 50 UK employer for women, and a top employer for Wellbeing. We're driven by our four values; Courage, Passion, Ownership and Trust.

We're also proudly part of Accordience, an international public relations, public affairs, financial and corporate communications group – made up of Grayling, Citigate Dewe Rogerson (CDR), Red and Cirkle. Together, we have c.1,000 employees and operations in 30 countries, resulting in endless opportunity!

And in return....

• Bonus scheme
• Monthly employee recognition awards
• Comprehensive wellbeing programme, including health insurance and up to 8 free counselling sessions per year
• Fully funded railcards
• Regular funded socials
• 27 days paid holiday, plus Birthday day off, plus 'Joy Day' – an initiative launched by the Wellbeing team in 2022, to encourage the team to take a day off to do something which brings them joy
• Internal and external mentoring and buddy schemes
• An electric car salary sacrifice scheme
• Social purpose led paid time off for volunteering, voting, giving blood and every team member has one 'allyship' day per year, where they are encouraged to take a day to demonstrate allyship by supporting the interests of marginalised groups

At Cirkle, we embrace diversity and inclusion and believe it enriches our performance, services and culture. As our industry and team continue to evolve to reflect the growing diversity of our communities, our efforts to understand, value, and incorporate differences become increasingly important.