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Oxford Innovation

Assistant Centre Manager

  • Belfast, Northern Ireland

  • £22,000 - £25,000 per annum

  • Maternity Cover for up to 12 months

The Innovation Factory in Belfast is designed to support job creation and act as a catalyst to attract development within the wider area and thereby create economic and social opportunity for surrounding communities. It is a place where businesses and entrepreneurs can come together, collaborate, innovate and develop new products, processes and business ideas. The Innovation Factory provides around 55,000 ft2 of Grade A accommodation arranged to provide up to 400 desk spaces and is complemented with a range of informal break out areas, business lounge, co-working space, café and meeting and conference rooms.

About the role

Major objectives of the role:

• To provide support to the Centre Director, as appropriate, in all aspects of sales, marketing and operational activities to attract new customers to the centre and ensure retention of existing customers.
• To deliver exceptional customer service levels, supporting the Centre Director with overall management control and accountability for the commercial performance of the centre
• To act effectively as Centre Manager in the absence of the Centre Director

Main duties and responsibilities:

Financial
• Support the Centre Director with Financial Management Information to include invoicing customers and debt management
• Assist in budget planning and monitoring of expenditure and cost
• Assist in financial reporting and demonstrate an understanding of Profit and Loss
• Raise purchase orders
• Reconcile invoices and ensure compliance for audit

Team Development
• Assist with team management to include Reception staff and temporary cover
• Assist with recruiting and coaching the centre management team in the required standards of performance and service levels to ensure that the centre delivers a high level of customer service to customers of the centre.

Sales and Marketing
• To support the Centre Director in promoting available space in the centre on pre-agreed commercial terms
• To assist in generating revenue from various products available in the centre
• Contribute to identifying additional revenue creating opportunities
• Maintain an awareness of Oxford Innovation’s range of services, projects and expertise and promote appropriately to partners and clients
• Strong contribution to developing a community of entrepreneurs within the centres
• Maintain an awareness and interest in the centre clients’ business performance and problems and signposting to help
• Assist in preparation for conferencing, events, meetings and catering for the centre
• Assist in ensuring that the centre is fully exposed to the market to maximize revenue opportunities
• Assist in preparation of marketing material and initiatives suitable for the centre

Operational
• Assist with setting, monitoring and developing the standards of the building’s presentation, including cleanliness, health and safety and security.
• Primary responsibility for implementing the agreed standard operating procedures and monitoring criteria with the centre team
• Maintain Centre Asset register
• With support from ‘Operations’ ensure compliance with statutory and mandatory obligations under the Health and Safety at Work Act
• Maintain and deliver the Planned Preventative Maintenance (PPM) schedule in a timely manner
• Report any reactive maintenance issues in the centre and oversee the works through to completion
• Assist in Procurement and management of Contractors, Suppliers and Consumables
• Manage assets, stock and inventory and replenish consumables where required
• Assist in setting up, reporting and maintaining in-house IT systems
• Where applicable ensure that all information is dealt with in accordance with GDPR and Money Laundering Regulations
• Maintain records and documentation to comply with our Quality Management System ISO9001:2015
• Contributing to developing a culture of quality service and customer care in all areas by encouraging open and honest feedback from the staff and tenants, assisting with regular tenant surveys and regular staff coaching
• Strong contribution to promoting and building the centre’s reputation for exceptional standards of customer care
• In the absence of the Centre Director, ensure that an appropriate competent employee is always on duty and able to deal with emergency procedures
• Attend training courses and meetings as and when requested to do so, being responsible for own development
• Undertake any additional tasks as proposed by the Centre Director

What we're looking for

Experience:

• Experience in the operational running of an asset of the size, character and quality of Innovation Factory
• Previous experience in a letting office environment preferred
• Clearly identifiable management skills in order to manage a team within a service environment, ensuring overall performance is maximised
• Evidence of negotiation skills within previous roles

Personal Competences:

• Attention to detail/completer finisher
• Excellent administrative and organisational skills
• Good communication skills, tactful and persuasive
• Highly self-motivated and proactive with a desire to contribute to the company more widely
• Client and customer services focussed
• Ability to work under pressure and multi task
• Motivate, lead and delegate tasks to team.
• Team player and team leader
• IT literate

Hours of Work:

• This is a full-time maternity cover role (37.5 hours per week). In either case hours will be worked between Monday and Friday, but flexibility required to meet the needs of the business.
• The role is expected to last for up to 12 months although there may be the opportunity to extend this further depending upon the needs of the business.

Our employees enjoy:

• Flexible Benefits Package
• Flexible working
• Charity Days
• 25 days holiday plus Bank Holidays (with the ability to increase or decrease when you need to)
• Contributory pension
• Private medical and dental insurance
• Bicycle purchase scheme