Office Administrator
1 week ago
Office Administrator
c.£33,000 per annum
Bedford
Fixed Term Contract (12 months)
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At Money and Pensions Service, we are dedicated to providing financial guidance and support to the public. Our mission is to empower people to make informed decisions about their money and pensions. We are currently seeking an enthusiastic and organized Office Administrator to join our team. As an Office Administrator, you will play a crucial role in ensuring the smooth operation of our new office and supporting our colleagues._
The Office Administrator will report directly to Building Service Manager. In this role you will be responsible for the following;
- Being a positive, proactive and welcoming host for MaPS for all visitors to the office
- Establish and maintain a welcoming and efficient process for New Starter's joining the office and supporting line managers with high quality inductions
- Acting as the first point of contact for any workspace problems visitors and colleagues may have
- Encouraging team work to be keep our office clean and tidy
- Lead on office cleanliness by ensuring the coffee machine is cleaned and the dishwasher is filled, turned on and emptied daily
- Inducting visitors on key Health and Safety (H&S) workplace information
- Liaise with suppliers and contractors to coordinate works and/ or deliveries and collections
- Manage the office diary and inbox via use of Microsoft Outlook
- Work with the internal communications team to keep colleagues abreast of office management and facilities matters
- Providing support to key MaPS meetings by setting up meeting room logistics, providing refreshments and sourcing catering for lunches when required and cleaning up after meetings
- Booking adhoc meeting rooms for Non-Executive Directors and senior leaders as required, provide printing services if requested
- Assist with booking travel arrangements as needed
- Ensuring there are effective meeting room facilities services including but not limited to room booking allocation, ensuring IT and AV equipment fully functional, temperature control, and room layouts and ensure meeting rooms are adequately stocked e.g., flip charts, paper, markers
- Stock control and storage of office equipment and consumables
- Processing of payments for suppliers and accurate recording of expenditure
- Liaise with Bedford Borough Council and Caxton House Facilities staff to manage and oversee the process of people, goods and mail entering and exiting the office to comply with MaPS' policy, and in particular security arrangements
- Working with the Building Services Manager and Health and Safety stakeholders to ensure compliance with H&S policy and procedures and undertaking any H&S related activity as directed
- Act as the lead Fire Warden and First Aider, recruit and coordinate training other colleagues to be supporting fire marshals and coordinating fire evacuations and drills
- Provide adhoc support to IT to resolve any IT problems colleagues/visitors may have
- Manage incoming and outgoing post and deliveries across all departments printing and franking post to customers or stakeholders as required
- Liaise with the landlord to proactively resolve any issues that arise
- Deputising for the Building Services Manager as required
- Excellent written and verbal communication skills
- Experience of delivering a customer focused service or undertaking receptionistbased duties
- Strong organisational, time management and planning skills
- Customer focused, engaging and welcoming approach
- Good communication and presentation skills
- Ability to anticipate internal customer needs and how to deliver excellent customer satisfaction
- Ability to resolve problems traditionally and innovatively
The Money and Pensions Service is based in Bedford and as a key employer in the town we work hard to ensure that we are an active part of the community.
This is a great opportunity for you to join us in Bedford and to be an integral part of the Money and Pensions Service team.
We are already forging great relationships with Bedford Borough Council and other local organisations to ensure that we are an active part of the community and fully integrated to play our part in the Government's "levelling-up" strategy.
This is a wonderful opportunity for you to be one of the first colleagues to join us in Bedford and to be an integral part of helping us establish ourselves in the town.
At the heart of the Money and Pensions Service are our values - caring, connecting and transforming, which are the foundation of our success.
They permeate every area of our work and define all our business relationships and the way we work with each other.
We're not only looking for the best people in and around Bedford to come and work for us, but we need people who align themselves to our values:
Caring
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