opportunities

Practice Manager (12 months maternity cover)

Bristol

Closing date: 27/10/2024

the Role

This is a full-time, fixed-term maternity cover position for 12 months from mid January 2025, with a full-time handover period starting on 16/12/2024. We are open to considering a job share arrangement for qualified candidates whose expertise aligns with specific areas of the role.

The Practice Manager works across a wide range of tasks to support the smooth running of the practice. You will be first point of contact for all clients, enquiries, and external contacts. You will ensure the smooth running of both offices (Bristol and Devon) day to day in respect of CRM, HR, digital marketing and finance.

Salary: £28,500 - £33,500 dependent on experience (non-negotiable).

   

Responsibilities

Office management

  • Liaising with the Directors and staff to organise diaries

  • Liaising with IT consultants, managing software licensing arrangements

  • Arranging CPD and staff training

  • Responsible for HR related matters, and liaising with our external HR consultant where necessary

  • Managing the recruitment process, updating job descriptions and adverts as required and preparing offer and contractual documentation

  • Managing online accountancy programme (Xero)

  • Coordinate annual performance and probation period reviews for all staff.

 

Administrative support

  • Answering incoming calls, courier and postal services

  • Ordering stationery and materials samples

  • Prepare and edit documents, reports, and letters

  • Prepare office meeting minutes

  • Ensure that the studio space maintains a high standard of tidiness and complies with statutory obligations

  • Maintain and review subscriptions, bills, and insurances

  • Maintain company policies and procedures up to date

  • Monitor bank accounts, and checking and approving all payments

  • Invoicing clients, and liaising with accountants

  • Managing social events.

  • Update and maintain contacts database.

 

Marketing and PR

  • Prepare and maintain contents of website, blog, and social media platforms

  • Editing material for publishing

 

CRM & client liaison

  • Take and process all enquiries for potential projects and manage these through HubSpot CRM software

  • Organise consultations on behalf of Bristol and Devon directors

  • Updating reports on enquiry stats monthly

  • Drafting contracts for new clients and coordinating the project onboarding process directly with clients

 

Experience

You will have prior experience in office management, with experience of juggling a varied role, and the ability to communicate confidently both internally and externally with excellent written and spoken English.

IT proficiency is expected, including a solid knowledge of Word, and Excel, and ideally an understanding of the Adobe Creative Suite (particularly InDesign).

Previous experience of working at a design or architecture practice is desired, a good understanding of the architectural design process ideal.

Barefoot Architects is an equal opportunities employer, but candidates must have the relevant work permit or right to work in the UK.