Who We Are
We’re a vibrant and expanding ecological consultancy based in South Norfolk. Established in 2010 the business has gone from strength to strength, with an emphasis on building positive relationships with our clients. We’re a family friendly employer and celebrate individualism and the unique perspectives this brings to our team. We acknowledge talent and nurture the aspirations of each individual, with the wellbeing of our team members being of the upmost importance. For us happy staff equates to a happy workplace.
Role Overview
We are seeking a highly organised, experienced and proactive Office Administrator to provide maternity cover for a 12-month fixed-term contract to join our Ecological Consultancy based in Diss. The successful candidate will play a key role in supporting the day-to-day operations of the business, ensuring administrative processes, health and safety compliance, project support, and office systems are maintained efficiently.
The role requires excellent organisational skills, attention to detail, and the ability to manage multiple priorities while supporting the Head of Operations and ecological team.
Key Responsibilities
Administration & Office Duties
- Manage general office administration duties, including scanning, filing, and record keeping.
- Set up and maintain client project files and documentation.
- Maintain accurate databases and company records.
- Support document control and ensure records are stored in accordance with company procedures.
- Manage data offloading and storage of field survey information.
- Monitor office checks and ensure compliance with company procedures.
Project & Team Support
- Monitor and maintain Clockify time-tracking records to support workload management and reporting.
- Maintain Trello boards, ensuring tasks are updated and project progress is monitored.
- Record and maintain bid and tender documentation.
Health, Safety & Compliance
- Coordinate and maintain health and safety documentation and records.
- Conduct and record vehicle (van) checks and inspections.
- Monitor and record ladder inspections and equipment safety checks.
- Maintain COSHH records and documentation.
- Support the development, implementation, and review of Standard Operating Procedures (SOPs).
- Ensure compliance records are kept up to date and accessible.
Equipment & Inventory Management
- Maintain company kit and equipment inventory records.
- Track equipment allocation, servicing schedules, and stock levels.
- Ensure field equipment records are accurate and up to date.
Finance & Client Support
- Process invoices accurately and promptly.
- Chase outstanding quotations and follow up with clients where required.
- Support Head of Operations with general administration tasks.
Survey & Technical Support
- Assist with recording and managing information relating to bat surveys, including darkest point data.
- Ensure survey and project data is correctly filed and retrievable.
Marketing & Communications
- Assist with managing company social media accounts and scheduling content.
- Support the promotion of company services through online platforms.
Person Specification
Essential Skills & Experience
- Previous experience in an administrative or office support role.
- Excellent organisational and time-management skills.
- Strong attention to detail and accuracy.
- Proficient in Microsoft Office applications (Word, Excel, Outlook).
- Ability to manage multiple tasks and meet deadlines.
- Strong written and verbal communication skills.
- Experience maintaining records and databases.
Desirable Skills & Experience
- Experience with Clockify or time-management systems.
- Knowledge of Health & Safety administration and COSHH requirements.
- Experience managing inventories and equipment records.
- Experience processing invoices and quotation administration.
- Social media management experience.
- Experience using project management software such as Trello.
Personal Qualities
- Self-motivated and proactive.
- Reliable and trustworthy.
- Flexible and adaptable to changing priorities.
- Strong problem-solving skills.
- Team player with a positive attitude.
This is an excellent opportunity for a well-organised administrator to contribute to a busy and growing team while supporting essential business operations during a maternity cover period.
Pay: £12.90 per hour
Benefits:
- Casual dress
- Free parking
- On-site parking
Work Location: In person
