PA to MD / Office Manager - South West

PA to MD / Office Manager - South West

Location:                       Wain Homes South West

Reports to:                    Managing Director

Hours:                          37.5 hours per week, Monday to Friday


Wain Group is one of the UK’s largest private development companies. We are made up of Wain Homes, the housebuilder, and Wain Estates, the strategic land company. Wain Homes builds approximately 1,200 homes a year from its three regional offices in Warrington, Bristol, and Exeter. It has ambitions to increase this to 1,600 homes over the next five years. Wain Estates operates nationally from Warrington. It is currently promoting 3,780 acres across the country, with the potential to deliver 15,000 new homes and 3.2m sqft of commercial space.


Since 1972 when Bill Ainscough founded William Ainscough developments, to 2022 when we reached our 50th Anniversary as Wain Group, our people have always been the most important element of our business. 


Our Values and Culture are at our heart and centre on our most valued assets – our people and our customers. We ensure our people know it by putting both their wellbeing and their careers first every day. Everyone counts in our culture, and we are always looking for new ways and new people to share it with.


We are seeking a highly organised and proactive Personal Assistant (PA) to the Managing Director (MD) at Wain Homes South West, who will also take on the responsibilities of Office Manager. This dual  role will be office based 5 days per week in the South West regional office in Exeter.


As the PA to the MD and Office Manager, the role is pivotal for ensuring the smooth operation of the office. Acting as the MD's eyes and ears, you will provide comprehensive administrative support and help facilitate effective communication across the business. This role requires exceptional organisational skills, discretion, and the ability to anticipate the needs of the MD.


Key Responsibilities:

·       To provide a comprehensive and high level of secretarial and administrative support to the Managing Director, and on an ad hoc basis to the other Regional Directors. This includes diary management, co-ordinating meetings and producing agendas, and undertaking all other duties as PA, to ensure that the Managing Director can use his time to drive forward the company’s strategic priorities.

·       To prioritise workloads according to business needs in conjunction with diary commitments.

·       To collate the monthly Board report and distribute accordingly.

·       To prepare presentations and formatting of documents as and when required.

·       To compile the MD’s and monthly expense forms for submission.

·       To oversee booking travel and accommodation and producing travel itineraries for the Managing Director.

·       To facilitate catering for internal meetings.

·       To line manage the Receptionist and oversee the reception function ensuring front of house is to the very highest standards.

·       To line manage the office Administrator.

·       To update the Training Matrix and book any mandatory training, to include First Aid and Fire Marshall training, as and when required.

·       To organise and facilitate any training events.

·       To organise team events i.e., Half Year event, End of Year event, Christmas Party and Ad-hoc events as requested by the Managing Director. 

·       To ensure the smooth running of the office, to include facilities management, organising any works in line with RAMS, and maintaining the staff welfare facilities.

·       To carry out annual review of internal contractors, i.e. cleaners,  to ensure best service and costs are achieved.

·       To support the Group HR function with regional HR administration.

·       To work with the Group HR function to oversee the candidate experience throughout the recruitment process.

·       To arrange the set up for new starters/administer the leaver process.

·       To compile new starter and Induction packs and requirements.

·       To maintain the confidential Personnel Files for all South West colleagues and ensure GDPR compliancy.

·       To update the South West Organisational Chart as and when required.

·       To work with Group HR and regional payroll to address and manage staff sickness and absence protocols.

·       To compile and issue annual bonus letters in consultation with the MD.

·       To proactively liaise with other PA colleagues around Wain Homes regions for best practice.

·       To provide any general ad-hoc duties.


            This list is not exhaustive.


The Colleague:

·       To understand and work to the highest level of confidentially, with the ability to use discretion and integrity throughout their approach to work.

·       Ability to work independently, prioritise work and take initiative.

·       Adaptable and flexible, able to manage workflow and demonstrate a high degree of self-organisation.

·       Excellent interpersonal, communication and relationship skills.

·       Highly organised with excellent time management skills.

·       Forward-thinking with a proactive approach to problem-solving.

·       Collaborative with a positive attitude towards teamwork and partnership.

·       Good working knowledge of Microsoft Office.

·       The ability to embrace and role model our company values – One Wain, Rise to the Challenge, Keep it Real, Everyone Counts, and Take Pride.


The benefit package for this role includes: 

  • Competitive Salary.
  • Annual Bonus Scheme.
  • 24 days holiday (increasing by 1 day after 2 years of continuous service up to a maximum of 28 days).
  • Pension scheme.
  • Perks Employee Discount Scheme.
  • WeCare Employee Assistance Programme.
  • Annual Volunteering Day.


To apply to become part of our dynamic team, please submit your CV and a covering email/letter outlining your relevant experience to by Friday 28th June 2024.


Inclusion and Diversity are paramount to us here at Wain Homes. All our applicants and colleagues are treated fairly and respectfully, regardless of any protected characteristic/s. If you require assistance with regards to reasonable adjustments during your application process with us, please do not hesitate to contact us - we are always happy to help.

Date added: 13 June 2024

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