We are looking for an organised, proactive and approachable Office Administrator to provide high-quality administrative support across the organisation and help ensure the smooth day-to-day running of the office.
This is a varied role that will suit someone who enjoys working across different areas and supporting colleagues with a broad range of tasks. Alongside general office administration, the role will provide administrative support across all functions of the business, including support with marketing, communications and events activities.
The Office Administrator will also provide reception cover one day per week, as well as additional reception cover during periods of annual leave or sickness.
Role Purpose
The successful Office Administrator will help create a well-organised, professional and welcoming working environment. They will provide dependable administrative support, ensure reception is effectively covered when required, and help colleagues deliver marketing, communications and events activities efficiently.
Key responsibilities
Office Administration
- Provide day-to-day administrative support to colleagues and teams across the organisation, providing excellent customer service.
- Support the smooth and efficient running of the office.
- Organise and proficiently deliver administration to meet deadlines, prioritising as required.
- Manage general enquiries and correspondence, directing queries to the appropriate person where required.
- Prepare, format and maintain documents, spreadsheets, presentations and other administrative materials.
- Maintain accurate electronic and paper filing systems and records.
- Assist with data entry, database and contact-list management.
- Coordinate meetings, including scheduling, room bookings, preparing materials and taking notes or minutes where required.
- Order office supplies and liaise with suppliers and service providers.
- Assist with incoming and outgoing post, deliveries and couriers.
- Organise, control and issue company stationery.
- Maintain conference rooms and drinks machines to assist with meetings etc.
- Organise drinks/buffets as required.
- Book hotels/accommodation for company business travel in line with procedures and adhering to cost/budget guidelines.
- Support the organisation of fleet and pool cars as required as per the booking process.
- Provide ad hoc administrative support to department managers and other colleagues and undertake other reasonable duties as required.
Reception
- Provide reception cover one day per week, as well as additional cover during holidays, sickness and other periods of absence.
- Welcome visitors in a professional, friendly and helpful manner.
- Answer and direct incoming telephone calls and respond to general enquiries.
- Manage visitor sign-in procedures and ensure visitors are directed appropriately.
- Receive deliveries and coordinate collections.
- Maintain a professional, organised and welcoming reception and front-of-house environment.
- Issue visitors or contractors badges in line with company security procedures.
- Organise and control company loan phones.
- Check and set company voice mail when office closed, ensuring the voice mail message is up to date.
- Monitor the company’s emergency mobile (during hours of business).
- Organise incoming and outgoing post, ensuring sufficient credit is maintained on the franking machine.
- Maintain the company visitors log through the security email inbox.
- Ensure that company security procedures are followed when registering and receiving visitors.
Marketing & Communications Support
- Provide administrative support for marketing and communications activities and campaigns.
- Assist with the preparation, formatting and distribution of marketing and communications materials.
- Support the scheduling and administration of website and social media content where required.
- Help source and organise information, images and other content for communications.
- Liaise with colleagues and external suppliers to support the delivery of marketing and communications activities.
- Assist with monitoring and collating basic marketing and communications information and results.
Events Support
- Provide administrative and logistical support for meetings, events and other organisational activities.
- Assist with venue research and bookings, invitations, registrations and attendee communications.
- Maintain attendee lists and event records.
- Coordinate event materials, signage, name badges, equipment and other requirements.
- Liaise with venues, caterers, suppliers, speakers and other external contacts as required.
- Provide administrative support in the lead-up to events and assist with on-the-day arrangements where required.
- Support post-event administration, including feedback, records and follow-up communications.
Qualifications / skills required
Essential
- Previous experience in an administrative, office support or similar role.
- Ability to always deliver a high level of customer service.
- Strong organisational skills with excellent attention to detail.
- Ability to manage multiple tasks and priorities effectively.
- Confident and professional communication skills, both written and verbal.
- A friendly and professional manner when dealing with visitors, colleagues and external contacts.
- Good IT skills, including experience using Microsoft Office or equivalent applications.
- Ability to work independently, use initiative and work collaboratively as part of a team.
- Reliable, flexible and willing to support different areas of the organisation as required.
- Comfortable providing reception and front-of-house cover.
- Ability to demonstrate a positive attitude, enthusiastic approach and willingness to take on any challenge.
- Organised, efficient and dependable.
- Proactive and willing to take ownership of tasks.
- Friendly, approachable and confident dealing with a range of people.
- Flexible and comfortable working across different areas of the organisation.
- A strong team player with a helpful, positive approach.
- Able to maintain confidentiality and exercise discretion when handling sensitive information.
Desirable
- Experience supporting marketing or communications activities.
- Experience providing administrative support for events.
- Experience using website content management systems, email marketing platforms or social media tools.
Qualifications
- Minimum GCSE grade C/4 in English and Maths or equivalent.
Additional Information
- Travel to alternative locations in the UK to undertake occasional off-site activities may be required.
- Working overtime and unsociable hours to support the business needs as and when required.
Note: All candidates must meet the security vetting requirements relevant to the role. For reasons of national security, applicants must be British nationals. Dual nationals may be permitted in exceptional circumstances.
