Office Administrator
At Safespaces, for 25 years we have designed and manufactured specialist equipment that helps create safer environments for children and adults with complex needs. As our business continues to grow, we are looking for an organised, proactive and detail-oriented Office Administrator to join our team in Todmorden.
This is a varied role that sits at the heart of the business, supporting colleagues across sales, customer service, manufacturing and operations. You'll help ensure information is accurate, systems are maintained, orders are processed efficiently and our customers receive the high standards of service Safespaces is known for.
If you enjoy being organised, take pride in accuracy and want to be part of a friendly team making a genuine difference to people's lives, we'd love to hear from you.
Key Responsibilities and Accountabilities
Administration & Business Support
- Provide administrative support across all areas of the business.
- Create, update and maintain company documents, records and reports.
- Assist with the preparation and processing of business documentation.
- Maintain accurate filing systems and business records.
- Support colleagues with general administrative tasks as required.
- Manage office administration activities, including stationery and grocery ordering.
CRM & System Administration
- Maintain accurate and up-to-date client records within Insightly CRM.
- Support data accuracy across company systems.
- Produce reports and dashboards as required.
- Assist with the administration of business software, including Insightly, Unleashed, PandaDoc and Google Workspace.
- Identify opportunities to improve processes and efficiencies.
Production & Order Administration
- Process manufacturing orders accurately using company systems.
- Produce and maintain picking lists and production documentation.
- Create room plans and supporting documentation using approved software and procedures.
- Support order administration to ensure information is complete and accurate before production begins.
- Liaise with manufacturing colleagues to ensure the smooth flow of information between departments.
Reception & Customer Support
- Act as the first point of contact for incoming telephone calls and visitors.
- Handle enquiries professionally and direct them to the appropriate colleague or department.
- Support customers, professionals and families with general enquiries where appropriate.
- Represent Safespaces professionally and positively in all interactions.
Teamwork, Compliance & Continuous Improvement
- Follow company procedures and policies at all times.
- Maintain confidentiality and handle sensitive information appropriately.
- Work collaboratively with colleagues across all departments.
- Contribute to a safe working environment by following Health & Safety procedures.
- Demonstrate flexibility and willingness to support changing business needs.
- Identify opportunities to improve administrative processes and ways of working.
Accountability & Performance
- Maintain high levels of accuracy across all documentation, room plans, orders and system records.
- Complete administrative tasks within agreed timescales.
- Take ownership of personal workload and priorities.
- Participate in regular one-to-one meetings, reviewing performance, workload and development opportunities.
- Work towards agreed KPIs relating to workload volume, accuracy, turnaround times and overall team performance.
Skills, Knowledge and Personal Qualities Required
Essential
- Strong organisational and time management skills.
- Excellent attention to detail and accuracy.
- Confident IT user with the ability to learn new systems quickly.
- Strong verbal and written communication skills.
- Professional, friendly and approachable manner.
- Ability to manage multiple priorities and meet deadlines.
- Reliable, trustworthy and able to work independently.
- Positive team player with a proactive attitude.
Desirable
- Previous experience in an administrative role.
- Experience using CRM systems or business software.
- Experience within a manufacturing, healthcare or service-based environment.
- Experience of customer-facing administration and telephone support.
Join Safespaces today to be part of a compassionate team dedicated to making a difference. Bring your organizational talents and enthusiasm for helping others into a role where your contributions truly matter!'
Pay: £23,150.00-£24,500.00 per year
Benefits:
- Company events
- Company pension
- Cycle to work scheme
- Free parking
- On-site parking
Work Location: In person
