Office manager

Office managers are responsible for overseeing the day-to-day office operations that keep organisations running smoothly

Your role involves organising people, information and resources to ensure that administrative processes operate efficiently and that businesses can run effectively.

Key areas of responsibility typically include:

• office management and compliance
• HR and finance support
• communication and coordination.

In smaller companies, you may carry out most of the tasks yourself, while in larger organisations you'll lead and supervise a team. Job titles vary and may include:

• business manager
• administrative manager
• operations manager.

Some organisations offer hybrid working, which means staff will split their time between the office and home, while others are completely remote and have no physical office.

Responsibilities

As an office manager, you'll need to:

• implement and maintain a range of office policies, procedures and systems to ensure the efficient running of your organisation
• liaise with the IT department to ensure that the office technology functions correctly and effectively
• develop and implement information and administrative systems
• manage digital and paper filing systems, ensuring that data protection laws are adhered to
• manage office budgets, monitor expenditure and report on financial performance
• liaise with the accounts department to process invoices, expense claims and payroll
• manage schedules and coordinate meetings, appointments and travel arrangements
• ensure supplies of stationery and equipment are maintained
• organise the office layout and oversee office maintenance, coordinating necessary repairs with external suppliers and contractors
• ensure adequate staffing levels to cover absences and peaks in workload, often using temping agencies
• delegate work to administrative staff and manage their workload and output
• support staff development and training, including helping with new staff onboarding
• prepare reports for senior management and deliver presentations
• handle the management of customer complaints
• ensure compliance with office health and safety policies and ensure they're followed
• arrange regular testing for electrical equipment and safety devices (either in the office or in the home if staff are working remotely)
• attend conferences and training sessions to keep up to date with industry practices and developments.

Salary

• Junior office managers can earn in the region of £18,000 to £25,000, depending on their experience.
• Salaries for office managers can range from around £25,000 to in excess of £50,000.
• Salaries vary depending on the sector you work in, the type and size of employer, and your location. Other factors affecting your salary include your experience, qualifications and level of responsibility.

Office manager positions in areas such as the NHS and higher education will usually follow a grading structure.

Income figures are intended as a guide only.

Working hours

You'll typically work a 35 to 37-hour week, although you may need to work some extra hours during busy periods.

There may be opportunities for part-time work or job sharing, hybrid or remote working.

What to expect

• Work is usually office based. The size and style of the office will depend on the organisation you work for. For example, you may have an office to yourself or share with a team in an open-plan office. Some organisations offer hybrid working, which means you may split your time between the office and home, while others are completely remote and have no physical office.
• Jobs are available in towns and cities throughout the UK. There may also be opportunities in rural locations.
• In most posts, smart, professional dress is expected, particularly in customer-facing roles.
• The work can be challenging, as you're often responsible for meeting targets and deadlines, as well as managing staff.
• You may travel between offices if you're working at split-site locations, or sometimes further afield for training and conferences, or working at other branch offices.

Qualifications

Although you can become an office manager with any degree, foundation degree or HND subject, the following subjects may be particularly helpful:

• business administration/business management
• computing and information technology
• human resource management
• management
• public administration.

Entry without a degree, HND or foundation degree is possible if you have relevant office experience and skills. Many office managers enter at office administrator level and work their way up by gaining experience and undertaking relevant training and courses. Some employers will ask for a management qualification at office manager level.

It's also possible to take an apprenticeship in business and administration at intermediate, advanced and higher levels. At higher level, you could train for a role as an office manager. Find out more about business apprenticeships.

NVQs/SVQs are also available in business and administration.

You don't usually need a postgraduate qualification to become an office manager, but some graduates choose to do further study in a business-related field.

Skills

You'll need to have:

• excellent administrative, organisational and time-management skills
• strong IT and digital skills, including familiarity with office management systems and proficiency in using the Microsoft Office Suite
• excellent interpersonal, verbal and written communication skills, with the ability to engage at senior and board level
• excellent teamworking skills and the ability to lead and motivate a team
• the ability to prioritise tasks effectively and perform well under pressure
• a creative approach to problem solving
• the ability to manage your own workload while supervising and supporting others
• negotiation and relationship-building ability
• attention to detail
• flexibility in order to adapt to changing priorities and workloads
• a proactive, solutions-based approach to work
• project management skills
• knowledge of basic financial administration and also HR processes
• a familiarity with legislation in the areas of employment, equality, diversity and inclusion, and data protection.

Work experience

Competition for office manager roles varies between sectors, but these positions typically attract a high number of applicants. To stand out, you'll need relevant office experience, as employers often look for candidates who understand administrative processes and office operations.

Some employers offer internships and work placements in office environments that can help you gain practical experience and develop your office skills.

Opportunities are also available in junior administrative positions, such as administrative assistant or office administrator. Part-time roles in office support, reception or customer service can provide transferable skills that will strengthen your application for an office manager position. Recruitment agencies can help you source a temporary or entry-level role.

As well as administrative experience, any work that develops your teamwork and leadership skills is helpful. Employers value candidates who can effectively manage people and processes, so gaining experience in a supervisory or coordination role is particularly useful.

If you don't have any direct management experience, consider taking on voluntary roles that help you develop leadership and organisational abilities. For example, you could work with a local community group or student society, coordinating a project or organising an event to demonstrate your ability to manage tasks, work in a team and solve problems under pressure.

Find out more about the different kinds of work experience and internships that are available.

Employers

Office managers are employed across the board in the public, private and charity sectors. You can be employed by any organisation that runs an office (either a physical office or a virtual one), from small businesses to public bodies and multinational corporations.

Typical employers include:

• building and construction companies
• NHS and private healthcare organisations
• educational establishments, including schools and further and higher education institutions
• local and central government bodies
• charities and community groups
• financial services organisations
• legal firms
• social work organisations
• entertainment, creative, media and leisure industries
• engineering firms
• transport companies
• retailers, wholesalers and distributers
• manufacturers across all branches of industry
• science organisations
• security services
• public utilities - gas, electricity, water and telecommunications providers.

Look for job vacancies at:

• Jobs.ac.uk - for jobs in higher education.
• NHS Jobs - for jobs in hospitals and GP surgeries.
• Totaljobs.

Recruitment agencies such as Office Angels also handle vacancies. Jobs are also advertised on LinkedIn and on the websites of large organisations.

Professional development

The amount of training available depends on your employer, although most employers offer at least basic training in their own databases and content management systems. Informal on-the-job training is also common.

Training is either carried out in-house (usually in larger organisations) or via external companies offering courses in areas such as:

• managing and leading teams
• appraisals
• recruitment and selection
• equality, diversity and inclusion
• health and safety
• marketing
• stress management
• time management
• assertiveness.

In smaller companies, you'll often need to take the initiative and work out your own continuing professional development (CPD) needs. Courses may be paid for by your employer, but training budgets may be restricted.

Membership of the Institute of Administrative Management (IAM) is useful and provides access to the latest news, events and discounts on training, as well as the opportunity to network with office managers and related staff.

If you don't already have an administration qualification, you may choose to study for a diploma, NVQ, HND or degree in business, administration or a related area such as HR. Management and leadership qualifications are also offered by bodies such as the ILM and the CMI.

There are also opportunities to study management or business at postgraduate level, for example by taking a Master of Business Administration (MBA). Search postgraduate MBA courses.

Career prospects

The job of office manager isn't usually an entry-level position, and you'll typically have previous administrative or managerial experience, before moving into the role. Employers typically look for candidates who have developed strong organisational, leadership and problem-solving skills in a professional setting.

Once in the role, career progression can take several paths. For example, you may increase your responsibilities by managing a larger team, overseeing additional office functions or taking on senior management duties.

Alternatively, you could manage a different office in the organisation, which has a larger workforce or carries more responsibility. For example, you may move from managing a small team in the finance section to managing the whole finance department.

With experience, there may be opportunities to move into a senior management role such as head of administration or operations. Bottlenecks can occur for senior posts, particularly when there are several office managers within an organisation. Developing a specialist area, such as finance, human resources or strategic development, can improve your chances of progression by showing that you have expertise beyond general office management.

The role of office manager can also serve as a stepping-stone to becoming a chief/head of staff. In this position, you would support senior decision-makers and help drive organisational strategy.