Job Summary
The Office Administration Assistant plays a key role in supporting the day-to-day administrative functions of The Hive. The role is responsible for ensuring the smooth running of the office by providing efficient administrative support across departments, maintaining accurate records, assisting with recruitment administration, and delivering excellent customer service to colleagues, visitors, and external stakeholders.
Key Responsibilities
Office Administration
· Provide general administrative support to the business.
· Answer telephone calls, emails, and general enquiries in a professional and timely manner.
· Welcome visitors and ensure they receive a positive and professional experience.
· Manage incoming and outgoing post and deliveries.
· Maintain electronic and paper filing systems, ensuring records are accurate and up to date.
· Order and monitor office supplies, stationary, and equipment.
· Prepare documents, letters, reports, and presentations as required.
Recruitment & HR Administration
· Support the recruitment process by arranging interviews and communicating with candidates.
· Prepare offer letters, contracts, and onboarding documentation.
· Monitor pre-employment checks, including references, right-to-work documentation, and DBS checks where applicable.
· Maintain accurate employee records in line with GDPR requirements.
· Assist with new starter inductions and onboarding administration.
Payroll & Finance Support
· Assist with collecting timesheets and payroll information.
· Raise purchase orders and maintain accurate records where required.
· Process invoices and liaise with the finance team regarding queries.
· Support the monitoring of departmental administrative budgets
Operational Support
· Maintain shared administrative trackers and databases.
· Assist managers with reporting and data entry.
· Coordinate shift swap records and other operational documentation where required.
· Support company events, meetings, and training sessions.
· Help ensure company policies, procedures, and documentation remain current.
Customer Service
· Provide excellent customer service to employees, clients, and visitors.
· Respond to enquiries professionally and direct them to the appropriate person where necessary.
· Build positive working relationships across all departments.
Compliance
· Maintain confidentiality when handling employee and company information.
· Ensure compliance with company policies, GDPR, and health and safety requirements.
· Support administrative audits and record-keeping activities
Person Specification
Essential
· Previous administrative or office experience.
· Excellent organisational and time management skills.
· Strong communication skills, both written and verbal.
· Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.
· Excellent attention to detail.
· Ability to manage multiple tasks and work to deadlines.
· Professional, approachable, and customer-focused.
Desirable
· Experience in recruitment or HR administration.
· Knowledge of payroll administration.
· Experience using HR or recruitment systems.
· Understanding of confidentiality and data protection requirements.
Skills & Competencies
· Strong organisational skills.
· Excellent interpersonal skills.
· Ability to work independently and collaboratively.
· High level of accuracy and attention to detail.
· Problem-solving skills.
· Positive and proactive attitude.
· Ability to maintain confidentiality.
· Adaptable and flexible in a busy office environment.
Pay: £13.50 per hour
Work Location: In person
