Author: Lorna Moir

We’re Hiring – Excellent Office Manager Wanted

Delib is a global digital democracy company of around 25 people, providing digital tools to connect citizens with government. We have staff based in central Bristol, Australia and New Zealand. We are a well-established and growing business. Here in Bristol we have a modern open plan office, which we share with our sister company.

We’re looking for an experienced office manager, who can nail the typical office management tasks, whilst being keen to take on extra challenges and responsibilities.

Typical Office Manager responsibilities:

  • Facilities management
  • Health & safety
  • Supplies and supplier management
  • General administration
  • Reception cover

Extra responsibilities:

  • Manage our devices (allocation, configuration and return)
  • Trouble-shoot Mac and other device issues for staff (you need to be tech savvy)
  • Human resources management and record maintenance
  • Manage various systems including password storage and supplier records
  • Calendar management for essential renewal dates and meetings
  • Manage the payroll and support the finance team as required
  • Work with the Information Security team to flag any risks, report and respond to security incidents and work to promote best practice.
  • Organise event bookings, trips, company away days and travel itineraries.
  • Be a master key-holder for the office and respond to emergency out-of-hours situations (this is just for our office floor, not the entire building)

You’ll have a big to do list and lots of autonomy and accountability. Your colleagues will be relying on you to keep all the plates spinning, so we need an excellent organiser. We have a welcoming and hard working team here; the working environment is open and friendly and you will work to support pretty much everyone across the company.

Delib is a registered company in Australia, New Zealand and the UK. Due to differing time zones and being an emergency on-call contact for the building, you will need to be flexible and adapt your working hours to accommodate early morning and late evening work when needed (this is not very frequent but is a key part of the role).

In a nutshell, your role is to support the company and the people in it. Therefore, it is essential that you have a positive and helpful attitude so that the team feel comfortable asking you for help. You must be able to keep calm under pressure, problem solve and re-prioritise your workload at short notice.

Knowledge & Experience

  • 2 years of experience in a similar Office Manager role or with managing teams. You should have experience in a role with high levels of responsibility.
  • HR experience – dealing with sensitive HR processes/issues and being entrusted with confidential information.
  • Highly computer literate, specifically experience with using Apple Mac laptops would be beneficial. Must be very confident with setting up and using Excel and Word documents and generally proficient navigating systems and databases.
  • Confident and professional telephone manner.

Salary and benefits

  • This is a full-time position and we offer a salary of £22 – £26K per annum depending on experience.
  • 24 days of holiday, plus bank holidays.
  • Company pension scheme.
  • Enjoyable working environment in an excellent location.
  • Training budget.
  • Your own MacBook which you can take home if you wish.
  • Decent chairs and desk setup.
  • Fruit boxes delivered twice a week, bacon on Fridays and a kitchen packed with tea, coffee and snacks.

Recruitment Process

  • Initially, you may be invited to a phone interview, followed by a face to face interview and then a trial period in the office to give you a good feel for the role.
  • If you think you are the right person for this role, please send your cover letter and CV to Lorna@delib.net. We don’t accept applications without a cover letter.
  • We follow the HMG Baseline Personnel Security Standard and you will therefore need to satisfy basic eligibility criteria/certain conditions of employment (e.g. nationality rules/right to work); and provide appropriate documentation to verify ID, nationality, employment and/or academic history, criminal record (unspent convictions only).

 

Closing date: 30th May 2018 

We do not use or take calls from recruitment companies.

We’re hiring – Excellent Account Manager wanted

Delib is growing, we have more new customers so we’re hiring for a new member of the team. We’re looking for a new full-time Account Manager to join us at our civic tech software company in central Bristol.

100+ government organisations around the world use our products to consult the public and involve citizens in decision-making. Your job will be to retain and grow that customer base by building relationships, identifying new opportunities for people to use our tools and services, and by providing fantastic support and training to our current users.

This role is equal-parts reactive and proactive work: often, you’ll be responding to incoming technical enquiries or helping admin users when they flag up an issue. However, it’s also essential that you’re able to actively go out and engage with our customers and market. We need you to have an eye for new business, an understanding of how to expand a network and an enthusiasm for introducing more people to what we do. You will be a part of moving Delib forward.

You’ll be responsible for ensuring customers are happy, retained and would refer us on to other organisations. If we get this right, it’s an all-round win: we’re happy, our customers like working with us, and together we’re helping citizens connect better with decision-making.

Delib is a small company (there are about 20 of us in the whole team) and account management is key to the business – sitting between our customers, sales, and software development.

A ‘typical day’ is varied and isn’t always ‘typical’: it might involve meeting with our developers in the morning, solving issues for our customers, speaking with them to ensure their needs are met and that they are happy, and more. Alternatively, you might find yourself in Whitehall visiting government departments, flying up to Edinburgh to present at a conference, or over to Belfast to train a team. To do this role, you need to be driven, inquisitive and open-minded. You need to be happy to be flexible to ensure that customer needs are met. We are looking for people who search out opportunities to make things better and who get things done.

You’ll need to learn product knowledge and also, in time, become an expert in the market we work with – digital in government. It helps if you have a hook of interest in Delib – whether it’s an interest in democracy, in digital, or just generally in doing a worthwhile job. We have colleagues in Australia and New Zealand and we often work with public sector organisations in Canada and the US as well, so your days will be nicely varied.

We will expect you to:

  • Be responsible for a specific set of our customers, and also assist our other account managers as needed.
  • Maintain and deepen the account relationship and ensure we retain the customer
  • Communicate with customers by phone, email, and face to face
  • Deliver product training, both face-to-face sessions and web-based screen-shares.
  • Work with sales colleagues and developers to take customers through our on-boarding process.
  • Build profile with our customers and the wider digital democracy/gov community by sharing news and thinking at events, via Twitter, blog posts, presentations etc.
  • Identify and grow opportunities within existing accounts where additional products/services can be useful to the customer.
  • Manage feedback on product improvement.
  • Help resolve support and account admin issues.
  • Work with the production team to get customers’ needs met; be able to understand and translate technical queries between customer/developers and vice-versa.
  • Seek references, recommendations & case study opportunities from customers.
  • Be aware of legal frameworks and statutory information pertinent to our products

To be considered for this role, you almost certainly will have worked in account or project management for at least a couple of years, with a good understanding of how the job works. We’re not looking for a fresh graduate (although we do hire those for other roles) or anyone else who needs the basics explained, so please don’t apply if that sounds like you.

We need you to be good with words and have a desire to learn. This is a consultative role, so warmth and personality count for a lot. All our jobs are pretty autonomous, so you’ll also have to be self-motivated, positive and determined.

Working with other time zones means, sometimes, your hours will shift (your day won’t always be a conventional 9-5:30).

Our office is a professional-yet-relaxed open plan environment. We’re a small, smart, hard-working team and you’ll be working closely with our team of account and territory managers, senior sales consultants, developers and marketers.

We’re offering a starting salary of £27-30k depending on experience.

If this sounds good to you, please get in touch. Send us a cover letter (to Jayne@delib.net) and your CV. We’re more interested in covering letters than in CVs. If we like the look of yours, we’ll get you in for a standard hiring interview. Closing date for applications is Wednesday 11th April at 12pm.

We follow the HMG Baseline Personnel Security Standard and you will therefore need to satisfy basic eligibility criteria/certain conditions of employment (e.g. nationality rules/right to work); and provide appropriate documentation to verify ID, nationality, employment and/or academic history, criminal record (unspent convictions only).

Recruitment companies – we don’t need help recruiting for this role and won’t accept applications via recruiters, thanks

We’re Hiring – Office Manager

Delib is a global digital democracy company of around 25 people, providing digital tools to connect citizens with government. Our main office, a grade 2 listed building, is on King Street in Bristol and we have staff working in Australia and New Zealand. Here in the UK, we share the Bristol office with our sister company, Rubber Republic, who write, shoot and distribute fantastic online films. We are a well-established and growing business.

We’re looking for a new Office Manager for Delib (we’re also recruiting for another new Office Manager for Rubber Republic). The Office Manager role is integral to the support and success of Delib and you will have a lot of autonomy and accountability from day one. Your colleagues are excellent, the working environment is open and friendly and the role carries a lot of responsibility and trust.

Your role is split into two:

  1. Supporting Delib staff in Australia, New Zealand and the UK. This includes a wide range of company operations, including (but not limited to) HR, recruitment, event support, finance, systems, suppliers and information security.
  2. Supporting the office in general such as covering phones, intercom, general admin, building management and facilities. These tasks will be shared with our part-time Office Manager Jayne and the new Office Manager for Rubber Republic, so you must work well together to ensure nothing gets dropped.

You need to think globally. Delib is a registered company in Australia, New Zealand and the UK and each territory has a range of essential and varying operational requirements. We also have customers in other areas of the world. You will be responsible for ensuring the requirements for each territory are met and for supporting each company, wherever needed. You’ll have a big to do list and lots of different staff members relying on you to keep all the plates spinning – we need an excellent organiser. The ability to prioritise the needs of staff from all territories and constantly maintain communication across all territories is key. You’ll be proactive, ensuring that we operate effectively on a global, not just local scale.

Due to differing time zones, you will need to be flexible and adapt your working hours to accommodate calls in the early morning and late evening when needed.

In a nutshell, your role is to support the company and the people in it. This can range from clearing out the fridge to resolving HR issues, making insurance claims and organising company events. Therefore, it is essential that you have a positive and helpful attitude so that the team feel comfortable asking you for help. You must be able to keep calm under pressure, problem solve and re-prioritise your work load at short notice.

 

Key responsibilities – The needs of each territory can vary, but this is a general overview.

  • Systems and suppliers: Be responsible for Delib’s password and supplier systems and any other records essential to business operations. Ensure that our suppliers comply with company policy and that services meet company needs, including insurance policies. Organise the diary so that we don’t miss essential renewals and deadlines.
  • Tech and equipment: Manage our equipment (allocation, configuration and return) and resolve problems with staff laptops or other office equipment including the phone system.
  • Human Resources: Oversee all aspects of the recruitment process: posting job ads, processing applications, holding phone interviews, inducting new starters and following the process for leavers. Look after aspects of HR for current staff including arranging training, holidays and sickness management, involvement in disputes and disciplinary processes.
  • Finance: complete all aspects of monthly payroll, report purchases to the Finance Manager and support the finance team as required. Resolve any issues with credit cards and company accounts.
  • Information Security: Work with the Information Security team to create, implement and follow policy to ensure that company operations and the building systems are secure. Assist with internal and external audits in line with ISO 27001. Understand our policy, flag any risks, report and respond to security incidents and work to promote best practice.
  • Events and support: Organise event bookings, trips, company away days and travel itineraries.

 

UK only

  • Building Management: Ensure the utilities in the entire building operate as expected and be a first point of contact for the other businesses renting space. Liaise with the building owners to ensure that any issues are resolved. This includes organising repairs, managing security and key holders, running Health & Safety tests, organising services and liaising with the cleaners.
  • Facilities Management: The working environment needs to be as pleasant as possible with all equipment fully functioning including computers, printers and the telephone system. Be responsible for the renewal of supplier contracts, organising repairs, Health & Safety obligations and training, managing meeting rooms and ordering in supplies as needed.
  • Reception cover: Handle incoming calls and cover the intercom to welcome visitors and collect any post and deliveries.

 

Knowledge & Experience

  • 2 years of experience in a similar Office Manager role or with managing teams. You should have experience in a role with high levels of responsibility.
  • HR experience – dealing with sensitive HR processes/issues and being entrusted with confidential information.
  • Highly computer literate, specifically experience with using Apple Mac laptops would be beneficial. Must be very confident with setting up and using Excel and Word documents and generally proficient navigating systems and databases.
  • Confident and professional telephone manner.

 

Personal Attributes

  • Thrive on working autonomously and able to prioritise, plan and organise effectively to manage a diverse workload, even when under pressure.
  • Have confidence to make suggestions and influence change.
  • Highly developed communication skills with an open and transparent approach.
  • A personable down to earth nature, able to work at all levels.
  • Personal integrity and discretion.
  • Willingness to learn, try new things and progress.

 

Salary and benefits

  • This is a full-time position and we offer a salary of £24 – £30K per annum depending. on experience.
  • 24 days of holiday, plus bank holidays.
  • Company pension scheme.
  • Enjoyable working environment in an excellent location.
  • Training budget.
  • Your own Mac which you can take home if you wish.
  • Decent chairs and desk setup.
  • Fruit boxes delivered twice a week and a kitchen packed with tea and coffee.

 

Recruitment Process

  • We are hoping to hire and train both Office Managers for Rubber Republic and Delib as soon as practically possible. You will be invited to a phone interview, face to face interview and then a trial period in the office to give you a good feel for the role.
  • If you think you are the right person for this role, please send your cover letter and CV to Lorna@teamrubber.com. Applications that do not include a cover letter will not be accepted.
  • We follow the HMG Baseline Personnel Security Standard and you will therefore need to satisfy basic eligibility criteria/certain conditions of employment (e.g. nationality rules/right to work); and provide appropriate documentation to verify ID, nationality, employment and/or academic history, criminal record (unspent convictions only).
  • No applications will be accepted via recruitment companies. Closing date: As soon as the right applicant is found.

 

A couple of photos of our UK office

Sometimes we get asked what our office looks like – here are a couple of photos we grabbed today 🙂

www.delib.net