Office Manager

Winton Castle & Estate
You and us
Winton Estate, just 30 minutes from Edinburgh, deals in hospitality, farming, forestry and let property. The position of Office Manager plays a key role to look after HR responsibilities, payroll and offer administrative support from a central hub. You will also offer private assistance for the Factor, Trustee.
The estate is run very much as a business, whilst recognising the uniqueness of heritage and responsibilities to staff, the wider community and to the environment. The Office Manager plays a significant role through involvement with all teams to enable the smooth running of the day-to-day office function, connecting and encouraging teamwork, and promoting company values.
What We're Looking For:
Strength of character with soft edges.
The ability to juggle people and figures with accuracy, discretion and confidentiality.
Alertness to compliance requirements for employment and payroll legislation.
A drive to improve systems, maintain records, and the ability to encourage colleagues to meet targets.
Curiosity for problem solving and a willingness to get stuck in and put your wellies on.A progressive, business attitude embracing and being comfortable around IT, software and hardware.
Organisational and problem-solving skills with flexibility to adapt when needed.
Ability to work independently and prioritise workloads.
We're excited if this could be you!
Key Responsibilities:
Human Resources
Provide HR advice and guidance to managers and employees.
Monitor and review HR policies and legislation changes to ensure compliance and best practice.
Support managers with people management matters including absence, disciplinary, capability and grievance procedures.
Organise regular performance appraisals and support managers who conduct the reviews.
Ensure fair and consistent application of employment policies and support positive working relationships.
Administer recruitment processes, including preparation of job descriptions, advertising vacancies and arranging interviews.
Prepare employment contracts, job offers and HR documentation and onboarding.
Manage personnel records making use of dedicated people management software (currently Sage HR).
Coordinate employee training.
Payroll
Collect and verify monthly payroll information, including hours, overtime, holidays, absence and statutory payments.
Process monthly payroll accurately within deadlines using Sage 50 Cloud Payroll.
Maintain payroll records.
Manage workplace pensions and liaise with employees and providers.
Process starters, leavers, pay changes and deductions.
Produce payroll and cost allocation reports.
Office Management
Ensure office facilities and equipment are maintained.
In-house point of contact for IT support.
Negotiate and maintain contracts for the likes of utilities, IT support, comms, merchant services, trade waste & recycling. Monitor accounts and liaise with providers.
Insurance – assist with policy management, renewals and claims.
Fleet vehicles and equipment records, MOTs records, vehicle taxing.
Assist with residential property matters.
General admin support for teams when required.
Assist accountant with business rates and council tax admin & records.
Support hospitality team with Personal and Premises License matters, Short Term Let Licensing and Environmental Health administration.
Develop and implement office procedures and systems.
Maintain company records, filing systems and archives.
Compliance with GDPR and data protection requirements.
Essential Experience & Knowledge
Up to date employment legislation knowledge.
People management experience.
HR procedures and administration.
Payroll regulations knowledge and processing experience.
Maintaining confidential and sensitive information.
Office management and administration.
Familiarity with IT and comms systems would be an advantage – support is provided and training available.
Cyber security knowledge.
Sound Microsoft Office suite experience.
Managing multiple responsibilities.
General facilities management experience.
Qualifications
CIPD qualification or willingness to work towards one (desirable).
Payroll qualification or relevant payroll experience (desirable).
Why Join Winton Estate?
Your workplace is a castle on a rural estate reporting to the Factor/Business owner.
Variety can seem endless, working with loyal, collaborative teams across hospitality, farming, forestry, gardens and wider property and estate operations.

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