Job Properties
  • Job Type
    Full-time Position
  • Category
    Research & Science
  • Languages
    English
  • Experience Required
    Entry
  • Degree Required
    Bachelor
    • Province
      Amsterdam
    • Date Posted
      July 21,2022
    • Entrusting Package
    • JSS
    • VISA
    • MOCKINTERVIEW
    • IMG_6430
    • Career Consultation
    • COVERLETTER CHECK

    Office Manager

    Job Introduction

    To provide administrative support and office management capability for the BBC Studios team in Amsterdam. The role supports the day to day activities of the wider team and in particular assists on the coordination of Finance topics, operational office management aspects, as well as on recruitment and staff on-boarding. The role is based in the Amsterdam, is 3 days a week and does not have any line management responsibilities.

    Main Responsibilities

    Office Management Responsibilities


    • Manage & distribute Business Continuity Plan for the office
    • First point of contact to the landlord and his assistant (coordinating appointments with craftsman, service companies, etc.)
    • Order supplies (stationary, water, tea, milk, client hospitality, postage, … )
    • Office threat safety (managing the door opener, switch board, alarm system)
    • Health and safety at work (trained first aider and fire warden, place and manage first aid kit, keep fire extinguisher inspected)
    • Manage third party suppliers (mobile phones contracts, safety, office & window cleaning, taxi, courier) – order, check contracts and invoices
    • First point of contact for audience & companies (switch board, answer emails, manage post-in)
    • Organise and coordinate team initiatives such as “Diversity & Inclusion” or “Green Day” or “BBC Studios in the community” projects

    • First-Level IT and Hardware Support:
      • Manage local IT equipment (order, return to London, printer management, VC, Television, cables, headphones, hard drives)
      • First level IT & Tech support for colleagues
      • Set up mobile phones and iPads for business use
      • Manage workstations (set up work space for new staff, set up IT profile, concur)

    • General Team Support
      • Prepare and plan external business meetings in Amsterdam office
      • Team Travel for attendance at key industry events. Select best options for hotels, trains and flights. Finalize booking, diary entries, assist in coordinating key meetings
      • Oversee key internal or external events, including invites lists, RSVPs, act as point of contact for BBCS Events team (BBC Showcase, MIP, etc.)
      • Assist team on a variety of administrative platforms and systems such as CMP, SAP

    Finance Coordination

    • In contact with tax advisor regarding invoices, HR issues, Tax payments, extra leave payments, payroll onboarding of new staff members
    • Closely coordinating finance and tax related issues of distribution and production business between the local BV, Head Office in UK, and external payroll and accounting services providers
    • Budgeting and forecast office costs
    • Invoice raising and checking and raising POs / payments set up via SAP / PO systems
    • Administration of bank accounts (HSBCnet payments) & weekly cash balance report
    • Point of contact for Head Office Finance Team
    • General sales and production administration support duties

    HR Coordination (Recruitment & Staff Onboarding)

    • Recruiting process (place job ads, collate & list applications, reply to applications, schedule interviews, provide questionnaires & run tests with applicants, send rejections, communicate with applicants, send forms and request additional information from hired person, do induction on first day, set up IT profile & system accesses)
    • Induction & Onboarding (set up email signature, team overview, training on how phones, printer, alarm system work, how to claim expenses, overview of team secure folder, useful websites for work)
    • Schedule trainings for entire team (date, location, and hospitality) ; take care of training materials (collating, printing)
    • Manage team leave sheet & inform tax advisor regarding extra leave payment due
    • Coordinate registration of the new members in the occupational health and safety (Arbodienst) system, support management and HR in case arrangements needed regarding the well-being of the staff in Amsterdam.
    • Maternity & parental leave overview
    • Keep team organization chart up to date & distribute
    Are you the right candidate?

    Fluency in Dutch and English required

    • Are you efficient?
    • Do you have a strong office management and finance background?
    • Do you have a 'Can do' attitude?
    • Do you want a role that will allow you room for growth?
    • Do you want to have flexible working?
    • Do you have initiative and are a reliable go getter?
    • Do you want to a great way to expand your expertise and knowledge?
    About the BBC

    The BBC is committed to building a culturally diverse workforce and therefore strongly encourages applications from under represented groups. We are committed to equality of opportunity and welcome applications from individuals, regardless of their background. We strive to be the best British content company in the world, attracting the best creative talents in the business, so that we can bring premium quality award-winning programmes, content and brands to the viewer no matter where they are.

    The BBC Group has set out the first in a new series of bold steps to transform our programming and better represent the public we serve. We have the biggest financial investment to on-air inclusion in the industry, together with our existing commissioning budget, we are committed to throwing open our doors more widely than ever to diverse stories and diverse storytellers. Together with a diverse workforce we will accelerate the pace of change in increasing diversity and inclusion both on and off air

    To find out more about Diversity and Inclusion at the BBC, please visit our website.

    Package Description

    Band: C
    Contract Type: Part-time (3 days a week )
    Location: Amsterdam

    Working Pattern: Hybrid Working (Home-based plus two/three days a week in the office)

    We are really proud to share that we are a Level 2 Disability Confident Employer and so if you require any reasonable adjustments in order to apply please do contact us at resourcing@bbc.co.uk with the job reference in the subject. We advertise all our roles on Evenbreak, the specialist job board for disabled candidates

    • Flexible/agile working - opportunities across the business. We’re happy to discuss a formal flexible working pattern. Please indicate your choice under the flexible working question in the application. There is no obligation to raise this at the application stage but if you wish to do so, you are welcome to. Flexible working will be part of the discussion at the offer stage.
    • Excellent career progression – the BBC offers great opportunities for employees to seek new challenges and work in different areas of the organisation.
    • Unrivalled training and development opportunities – our in-house Academy hosts a wide range of internal and external courses and certifications.
    • Benefits - We offer a competitive salary package, a flexible 35-hour working week for work-life balance and 26 days (plus an additional day which is a Corporation Day) with the option to buy an extra 5 days, a defined pension scheme and discounted dental, health care, gym and much more.
     
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