Administrative Officer

2 weeks ago


London, Greater London, United Kingdom The Africa Centre Full time
Operations/ Administration OfficerWednesday to Friday22.5 hours/ week (9.30am to 6pm)£15/hour
THE ROLE - Operations/ Administration Officer
Reporting to - Finance & Operations Manager


Working on achieving key performance indicators and objectives, this role is essential in providing support across various Africa Centre activities.
KEY RESPONSIBILITIES
Operations and Administration Support
  • Opening the building daily. Completing and reviewing daily checklists. Handing over to security in the evening.
  • Being the initial point of contact at The Africa Centre, maintaining clean and tidy reception and welcome areas for smooth operation. Keeping front entrance and desk marketing materials updated. Notifying the relevant TAC team member for restocking needs.
  • Welcome groups and visitors, guiding them and providing insights on The Africa Centre. Answering queries about the Centre's history and future activities. Encouraging visitors to provide feedback and recording visitor numbers.
  • Handling visitor queries and directing them to the appropriate TAC team member.
  • Selling merchandise through EPOS system. Ensuring display items are fresh and communicating restock needs to staff. Discussing support opportunities with visitors.
  • Accepting deliveries and arranging couriers. Ensuring correct delivery allocation.
  • Identifying building repairs and maintenance needs. Working with Finance and Operations Manager to address these issues. Keeping maintenance log updated and coordinating with staff and contractors. Caring for plants.
  • Serving as the primary contact for CEO queries, managing the executive assistance mailbox and diary. Promptly responding and redirecting queries as needed.
  • Assisting in various projects as requested by managers and senior team members.

Events
  • Assisting in organizing internal events and external hires. Ensuring clean and equipped spaces, and helping with event setup.
  • Assisting during events by welcoming visitors, guiding them, and setting up equipment.
  • Handling booking and ticketing for internal events via EPOS system.
  • Providing administrative support to the programmes team. Assisting with event paperwork, deliveries, and guiding visitors.
  • Performing additional tasks as required by the programmes and venue hire staff.

In addition to core responsibilities, demonstrate commitment, teamwork, and effective communication by:
  • Actively participating in team and organization activities.
  • Being a trusted representative of The Africa Centre and upholding its values.
  • Engaging with the Centre's activities, understanding its purpose, and promoting key messages.
  • Ensuring cost-effectiveness and compliance with policies.
  • Being willing to work outside office hours and occasionally on weekends.

Skills and Experience
  • Strong communication skills, both written and verbal. Ability to present confidently.

  • Effective time management to meet deadlines. Proactive and reactive work approach. Experience in a busy, customer-facing environment.
  • Initiative-taking, effective collaboration, and ability to work independently. Proven team support experience.
  • Generating clear activity reports for internal teams, management, and board.
  • Proficiency in Microsoft software, project management, and monitoring tools. CRM software experience for relationship management.
  • Support of equality and inclusion.

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