Studio Manager (with EA Responsibilities)

Civic is a team of system thinkers in the built environment, creating positive impact for people, places and the planet.

We want our work to have a positive impact on the environment — helping people to live healthier, happier lives while respecting natural limits. We build without destroying, explore without exploiting, and seek to reuse rather than just consume. Above all, we listen, learn, and aim to create a lasting legacy.

Thriving together, today we have a team of over 200 members working across the UK, all united by our creative belief, bringing art and science together to solve problems. Our award-winning practice has studios in Manchester, London, Leeds, Glasgow, Edinburgh and Dublin.

Scope of the role

As Studio Manager for the Glasgow studio, the main objective of your role is providing support to the people integral to ensuring the business is on track to meet its goals. No two days are the same; you will be expected to work closely and effectively with the Directors to keep them well informed of upcoming commitments, following up appropriately where plans change, be very proactive and need little direction. You must be someone who can develop a strong working relationship quickly, be calm but assertive, prioritise tasks, communicate well, learn to anticipate needs and work in a way that suits the Directors and wider team.

Day-to-day task and expectations

• Calendar and diary management
• Managing, prioritising, filing and responding to emails (as required)
• IMS coordination
• Studio Health & Safety Coordination
• Civic Rapport 3 administration and troubleshooting
• Alectro administration
• Coordinating schedules, meetings and appointments
• Document Control
• Taking meeting minutes, noting actions and follow ups
• Arranging travel and booking accommodation
• Preparing memos, letters, invoices, statements, and other documents as required
• Liaising with clients and colleagues
• Oversight of business development – CRM, internal and external events
• Greeting visitors and clients
• Recording expenses and consolidating credit card purchases
• Recording project related timesheets
• Create strong working relationship with other departments – Accounts, People team, Bidding team,

Comms team, Quality & Risk team

• Providing general administrative support
• Producing presentation materials and conducting research for B2Bs

Behaviour and Professional Commitment

• Proactive and can-do attitude whilst upholding discretion.
• Attend workshops and webinars to enhance knowledge and network

Experience/Qualifications Required

• Experience of working in an open-plan, multi team office environment
• Experience in health and safety, IMS and facilities management
• Maths and English GCSE or equivalent.
• Experience of customer/ client facing role
• Computer literate, including MS Office, Excel, Outlook and PowerPoint
• Professional but friendly telephone manner.
• Experience of organising meetings/events and coordinating diaries

Skills/Competencies

• Excellent communication & interpersonal skills
• Professional and able to work with integrity
• Able to work effectively as part of a team
• High attention to detail
• Ability to work on own initiative & prioritise workload
• Strong decision-making & problem-solving skills
• Excellent time management & organisation skills
• Ability to follow instructions
• Works well under pressure
• Discretion
• Good knowledge of Microsoft Office including word/excel/PowerPoint

Our Values

• Be Collaborative – Engage with other and collaborate positively
• Be Curious – Master your current role, seek and share knowledge and expertise
• Be Helpful - Demonstrate professionalism, willingly take on new responsibilities without necessarily being
• asked
• Be Passionate – Take ownership of your role and support others to achieve success in theirs
• Be Ingenious – Find ways to get results by adapting and innovating

Reporting Line

This role reports to Angela Watcyn-Jones, Head of Administration and Integration.

Benefits

A fair and competitive salary, taking into consideration market rates and your experience level

Flexibility. Our core hours are between 10:30am-4:30pm, with an early Friday finish!

⚖️Hybrid working. Most of our full-time employees come into the studio 3 days a week

Generous holidays! 26 days of annual leave, plus bank holidays (pro-rata for part time employees). An extra day when you reach 3 years’ service, and another at 5 years!

Holiday options. Buy or sell a week of holiday each year, or create a sabbatical pot by banking a week’s holiday for 3 years to take a month off on year 4!

Enhanced Family Leave. Enhanced maternity, paternity, adoption, shared parental and neonatal care leave pay, plus 2 days paid dependency leave and 1 weeks paid carers leave

Wellbeing support. Mental health first aider support, mindfulness sessions and access to our Employee Assistance Programme (EAP)

Health benefits. Life Assurance, Health Care Cash Plan, Gym discounts and free Eye tests

Sick Pay. 4 weeks enhanced sick leave, plus 2 mental wellness days

⭐DEI network. An established Equity, Diversity and Inclusion network with regular team activities, plus 2 days of paid volunteering leave each year to support causes close to your heart

Professional Development. Paid professional memberships, 2 days paid study leave (+ extra for exams), Chartership Preparation Courses, Chartership completion bonus, in-house ‘Civic Academy’ training, Management Development Programmes and a Mentorship programme for all employees

Financial benefits. Access to our HMRC friendly Workplace Nursery scheme, plus enrolment to our workplace pension scheme

Sustainable travel. Season Ticket Loans & National Rail Cards, plus two salary sacrifice cycle to work schemes and cycling facilities at all our studios (showers, bike racks etc).