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Office Manager

XPS Group
Manchester, UK
Closing date
15 Jun 2024

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Administration and Secretarial
Contract Type
Full Time

Job Details

Office Manager


Office based

Full Time


XPS Pensions Group is a multi-award winning and leading independent pensions consulting and administration business. At XPS, our vision is to create a vibrant place to work where difference is recognised as a strength and where talented people can flourish and achieve their highest potential.

Our Facilities, Management and Procurement department continues to grow and we are now looking for an experienced Office Manager to join our vibrant Manchester office. This is an exciting role and would most likely suit someone with previous experience in a similar office administration or management role where they have gained knowledge and experiencer of property services, preferably in a corporate service environment.

XPS is the only UK pensions specialist listed on the London Stock Exchange Main Market and we have the scale and flexibility to think and act differently. We are a multi-award-winning Pensions Consultancy with over 1 million member pension schemes administered and 1800 staff in locations across the UK. We advise on all things workplace pensions related. We help trustees and employers run pension schemes for the benefit of both current and former employees and we support scheme members in a way that is relevant, innovative and easily digestible.

Our people drive our success and as an XPS employee you can bring your whole self to work - Everyone is treated equally and with respect. We will provide you with the support and training you need to grow and be at your very best. It's about inclusion and diversity, ensuring all our people feel included, that they belong to XPS and that they're happy. Above all, it's about ensuring everyone has a voice and feels valued. Because they are.

The Team

Facilities, Management and Procurement (FMP) are responsible for property strategy, office moves and refurbishment projects, management of the end-to-end procurement process and overseeing operational facilities management across all sites including H&S.

XPS are due to move into a brand new office at 100 Embankment, combining our two existing Manchester and Salford locations. The office will open in September and the Office Manager will be involved in this project, making sure the space is set up for our 70 colleagues in line with XPS values. It's a brilliant opportunity for someone to put their own personality into the space, set processes and create the vibrant atmosphere we want for our colleagues. The Office Manager will also be involved in the closure of our two existing locations.

Learn more here:

The Role

As an Office Manager with XPS you will:

  • Day to day management of the Manchester office, ensuring everything runs smoothly for staff, clients and visitors.
  • Working closely with the Office Head on local and national initiatives.
  • Taking part in regular team meetings with the wider FMP Team, contributing ideas, supporting other Office Managers across XPS as appropriate, and rolling out initiatives.
  • Manning the reception desk, signing in visitors, managing the onsite meeting rooms, booking lunches, providing refreshments and clearing rooms.
  • Managing the post room and using a franking machine.
  • Management of site access passes and CCTV system.
  • Answering switchboard calls and redirecting queries to appropriate teams.
  • Ordering supplies, ensuring the office is fully stocked with stationery, consumables etc.
  • Booking of corporate travel for staff as per the Employee Expenses and Travel Policy.
  • Monitoring the local premises budget, approving invoices and site corporate credit card holder.
  • Arranging client and staff events, sourcing venues, booking restaurants etc.
  • Management of local facilities suppliers, ensuring site services are carried out as they should be (cleaning, security, shredding etc.).
  • Liaising directly with landlord on any local building issues, attending meetings as appropriate.
  • Monitoring and resolution of any repairs needed on site.
  • Responsibility for site Health and Safety carrying out XPS policies and procedures. Managing DSE assessments via our platform Vitrue Health, supporting external contractors with audits such as Fire Risk Assessments and keeping all local records.
  • First Aider, Fire Marshall and Mental Health Ally for the office.
  • Enforcement of site GDPR policies (clear desk policy etc.).
  • Working with the central Risk team to ensure that accurate records are maintained for audit purposes and assisting with the audit program.
  • Liaising closely with the FMP team for larger projects such as office moves and refurbishments.

Your profile

Essential Criteria

  • Previous experience in an office management or property services related role. Preferable in a corporate service environment.
  • Available to work in our office location 5 days per week.
  • A-C/9-4 GCSE Maths and English or equivalent
  • Proactive, flexible, adaptable, and able to take initiative
  • Ability to multitask and stay calm under pressure
  • Excellent written and verbal communication skills
  • Strong organisational, planning and prioritisation skills
  • Computer literate to advanced levels in Microsoft Office including Word, PowerPoint, Excel, TEAMS and Outlook with proven strength in document and presentation formatting and mail merge.
Desirable Criteria
  • Experience of project related activities, including office moves, refurbishment etc.
  • Relevant qualifications to assist in property services matters such as First Aider, Fire Warden, Health and Safety etc.

What we offer:

Find out more about Life at XPS

Find out more about Our People Approach

We offer an attractive reward package, typical benefits can include::

  • Competitive salary
  • Participation in annual discretionary Bonus Scheme
  • 25 days holiday plus flexibility to buy or sell holiday
  • Flexible Bank holidays
  • Pension scheme, matching contribution structure
  • Healthcare cash plan
  • Flexible Benefits Scheme to support you in and out of work, helping you look after you and your family covering Security & Protection, Health & Wellbeing, Lifestyle
  • Life Assurance cover, four times basic salary
  • XPS Rewards (offers High Street discounts and savings from retailers and services providers as well as offers available via phone)
  • Employee Assistance Programme for you and your household
  • Access to a digital GP service
  • Paid volunteering day when participating in Company organised events
  • Staff referral scheme when you introduce a friend to XPS

What next:

If you feel XPS could be the next step on your career ladder, please apply directly via the links provided and we look forward to learning more about you. We will consider all applicants and respond swiftly.

Please discuss with the recruitment team, via phone or email, if you require any adjustments to the recruitment process. For example, we can provide materials in an alternative format, or give you extra time in interviews or tests.

If you do not feel ready to apply or still have questions, please email us by clicking here

The successful candidate will need to demonstrate the following requirements:

  • Right to Work confirmation
  • DBS Disclosure check
  • Employment or educational references covering five years
  • Satisfactory credit check

We continuously strive to build an inclusive workplace where all forms of diversity are valued, including age, background, disability, gender, gender identity, gender expression, race, religion or sexual orientation.

Please note we reserve the right to close our vacancies early and we only accept CVs direct from candidates or our preferred supplier list.

XPS try wherever possible to respond to all applicants if for any reason you have not heard from us within 28 days of your application, please assume you have been unsuccessful on this occasion.


XPS Group is a leading UK consulting and administration business specialising in the pensions and insurance sectors. A FTSE 250 company, XPS combines expertise and insight with advanced technology and analytics to address the needs of over 1,400 pension schemes and their sponsoring employers on an ongoing and project basis. We undertake pensions administration for over one million members and provide advisory services to schemes and corporate sponsors in respect of schemes of all sizes, including 88 with assets over £1bn. We also provide wider ranging support to insurance companies in the life and bulk annuities sector.

15,000+ clients 

One million+ member pensions administered

15 locations across the UK

99% of clients agree we are collaborative in our approach and enjoy working with us

Life at XPS

…We provide the opportunities, the training and the support. Our people do the rest!
At XPS, our vision is to create a vibrant place to work where difference is recognised as a strength and where talented people can flourish and achieve their highest potential. As an XPS employee, you will never be without opportunities to grow and develop, and you will always have access to the wide range of support we offer from our benefits package to our diverse and wide, ranging networks, including mental health allies. We work hard and celebrate success together – join us and find out for yourself how exciting your future could be.

Read more about XPS Group work culture, here and discover XPS people's approach, here

Life at XPS

Rachel Gillion
HR Director

Our purpose

We exist to shape and support safe, robust and well-understood pension schemes for the benefit of people and society

Our vision

We will constantly challenge the pensions industry to improve and achieve better outcomes for members

Our mission

We strive to be leaders in pensions, investment consulting and administration with brilliant people and leading technology delivering better outcomes for pension scheme members and rewarding careers for our people
Our Employee Networks

Our five Employee Networks – XPS Women’s Network, XPS LGBTQ+ Network, XPS Menopause Network, XPS Disability Network and XPS Multicultural Network – play an important role in our culture.

They lead our inclusive programme of events, campaigns and workshops, such as celebrating International Women’s and Men’s Days, Pride Month and Black History Month, our Be Yourself at Work campaign and our workshops on LGBTQ+ Allyship, the importance of self-promotion for women’s careers, menopause awareness and confidence when speaking up. Our internal mentoring programme also has a role to play, for example in advancing gender equality.

Of course, it’s one thing to agree words amongst ourselves. It’s another to bring those words to life.

 Our People Approach

Enter our people – our problem solvers, our forward thinkers, our hard workers. Whether in our actuarial, investment, administration, HR, marketing, legal or systems departments, all our people work with a societal purpose. It’s the XPS way.

Our people deliver for us. It’s only right therefore that we deliver for them. Our People Approach is designed to do just that and we pride ourselves on delivering around inclusivity, opportunities for all, flexibility, wellbeing and, last but not least, fun!

Check out our people approach here!

Rewards and benefits

We want our people to know they matter so we offer a range of perks and benefits:

  • Holiday entitlement
  • Pension
  • Life assurance
  • Discretionary bonus scheme
  • SAYE scheme
  • Season ticket loans
  • Sight tests
  • Employee assistance programme
  • Opportunities for hybrid working
  • Generous annual flex allowance
  • My XPS, My Benefits – flexible benefits you choose to suit you personally, including the option to buy additional holiday, bikes for work, private health care, travel insurance and dental insurance
  • XPS Rewards – designed to offer you access to a wide range of discounts, saving you money on your shopping

My XPS, My Choice!

A societal purpose, a People Approach – welcome to life at XPS.

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