· Department: Management and administration
· Location: Southampton area with remote working and part-time working by negotiation
· Post Title: Office administrator / manager
· Hours: Part time and flexible
· Guide salary: £30k-£40k Pro-rata, depending on experience with pension plan, 8 public holidays + 20 days annual leave pro-rata with additional leave available by negotiation. We are keen to support flexible working commensurate for parents, carers or anyone wanting flexibility
· Posts responsible for: NA
Context and Background:
Clearwater Sensors Ltd. (www.clearwatersensors.com), a green growth sector start-up founded in 2019, develops and manufactures environmental sensors including Lab on Chip based microfluidic analysers for water chemistry analysis. Examples of applications include: improvement of UK water quality, and study of rivers, lakes, oceans and industrial processes. The sensors have been sold in 18 countries to date, we are profitable and are growing (40% between Financial Years 2024 and 2025). The team has also been successful at winning research funding grants (4 grants for Innovate UK and the European Union Horizon Europe programme) developing new intellectual property for new products and continued growth.
We seek an Office Administrator / Manager able to help us develop and run our administrative systems and to help the company consolidate and grow.
We offer flexible working, training and support to help the best candidates fulfil this role.
Job Purpose:
The purpose of the role is to improve the efficiency of ClearWater Sensors operations and administration, and to improve our internal and external communications to underpin continuous improvement and growth.
This will be achieved by inputting, organising and developing accurate data and information about the company’s activities and regular and organised communication with customers and partners. With experience the postholder may help us develop improved working practices, administrative systems and approaches to sales and marketing. Administrative tasks include office administration, sales support, marketing administration, finance and human resource administration:
Business systems / management
- Management of shipping, import and export of goods: working with external customs and shipping agents. Includes checking, inputting and communicating customs and shipping data and forms with high accuracy and attention to detail.
- Stock taking and inventory measurement (working with production staff and contract bookkeepers / admin), assisting with restocking purchasing.
- Assist with appropriate selection and use of automation and linked business systems (e.g. ERP, MRP, QMS, CRM, AI tools) to enable accurate and up to date reporting information and to gain operational efficiency
- Assist management team with scheduling and tracking production workflows within the business
- Ensuring that the organisation complies with UK corporate & GDPR regulations.
- Main point of contact with landlord / building management, insurance, fire safety and security
- Sourcing and renewing insurances and contracts including: public and employee liability insurance, company travel insurance, phones, utilities etc.
Office administration
- Receiving, recording and passing on enquiries from customers, suppliers etc.
- Flagging incomplete follow up to the above
- Data entry, e.g. goods received notes, Customer Relationship Management system, Quality /Continuous Improvement notes
- Assist management with preparation of documents (e.g. tenders, forms)
- Assisting others with admin as required ( Creating and sending quotes through business systems such as Xero; Alerting finance and production of sales purchase orders, administer acceptance and next steps; Purchasing of goods and materials (working with contract bookkeepers and accountants); Equipment booking (e.g. hire van) logistics, Travel and Subsistence for offsite activities; Outsourced Human Resource and Health & Safety administration; Admin or recruitment / interviews; Customer care and servicing (RMA processing); and Administration of IT systems (user and license management etc.))
Organisation and management of company documentation
- Document management system / processes selection and improvement
- Secure storage, version control, ensure updates are completed
- Example documents include: Standard operating procedures; Product change notes / engineering change management; Registrations and regulatory compliance; Certification and standards (e.g. C.E., ISO); and Health and Safety (working with in house reps and contract support)
Key Accountabilities/Primary Responsibilities: % Time (for activity detail see above)
1. Business systems / management 60%
a. Shipping of production items 15%
b. Stock control and purchasing 15%
c. Other duties (see above) 30%
2. General Office administration 20%
3. Company documentation management 20%
Expectations of all staff:
· At all times comply with, and ensure that duties are carried out in accordance with, relevant Clearwater Sensors ltd. business aims, contracts, service agreements, policies, procedures and guidance.
· Promote and demonstrate a personal commitment to equality, diversity and inclusion and working with respect.
· Attend relevant training, maximise learning opportunities and maintain professional development by completing continuous professional development appropriate to the role.
· Maintain a safe working environment by attending Health and Safety training as required and follow local codes of safe working practices and actively contribute to embedding a safety culture across Clearwater Sensors ltd..
· Adopt and promote awareness of Clearwater Sensors ltd.’s ethical and environmental aims and other initiatives.
· Carry out other duties within the scope, spirit and general purpose of the post and adopt a flexible approach to work.
· As duties and responsibilities change this job description will be reviewed and revised in consultation with the post holder.
· Undertake such other duties within the scope of the post as may be reasonably requested by your Manager.
Personal Specification
Qualifications and Knowledge:
Essential
· Professional qualifications and experience in business administration or Degree in Business Administration, Finance, customs / logistics or relevant discipline.
· Knowledge of business systems and accountancy software
Desirable
Experience related to position:
Essential
· Experience of business / office administration
· Experience of improving the quality of business administration and/or use of business systems
Desirable
· Experience of import / export administration (highly desirable)
· Sales administration and CRM experience
· Experience of finance systems
· Previous SME administration experience
· Experience of developing and implementing new business systems, IT, and cybersecurity posture
· Experience of accreditation e.g. CE marking, ISO 9001
· Experience of HR functions including onboarding, training, conflict resolution, disciplinary procedures, pay review, contracting.
Skills
Essential:
· Excellent verbal and written communication skills,
· Strong analytical and problem-solving abilities and attention to detail
· Ability to manage and deliver on multiple tasks and responsibilities in parallel
· Ability to plan own work and the interface with others: including commissioning work for completion by other teams and organisations
· Advanced MS office skills including MS word best practice and Excel (e.g. pivot tables, automation, formulas)
Desirable
· Ability to administer corporate IT systems such as MS office 365, SharePoint, MS Teams, MS Dynamics, Xero and/or Salesforce
· Ability to use AI for enhanced business administration efficiency
· Strong accountancy practice and accountancy / admin software skills.
Behaviours:
Essential
· Ability to get the best out of colleagues and co-workers as a member of a team.
· Ability to manage own time effectively
· Ability to provide training and constructive feedback to colleagues
· Ability to constructively identify and solve problems
Other requirements:
Essential
· Ability to meet the requirements of UK ‘right to work’ legislation [1]
Desirable
· Willingness to work off-site and outside of normal hours from time to time as required
- [1] In accordance with Home Office guidance and the Asylum, Immigration and Nationality Act 2006 ClearWater Sensors Ltd. has a responsibility to ensure all employees are eligible to work in the UK. Prior to commencing employment, the successful candidate will be asked to provide documentary evidence to this effect.
Pay: £30,000.00-£40,000.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site parking
- Sick pay
- Transport links
Experience:
- administration system quality improvement: 1 year (required)
- business systems (e.g. ERP, MRP, QMS, CRM, accountancy): 1 year (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
