Facilities and Administrative Assistant

3 weeks ago

Oxford, United Kingdom The Recruitment Co Full time

Job Specification: Administrative Officer/Project Administrator
Location: Oxford, UK
Employment Type: Full-time, Permanent
Role Overview: As an Administrative Officer/Project Administrator, you will be responsible for providing administrative and facilities services to our Oxford office. Reporting to the Facilities Manager and Executive Services Manager, you will ensure the smooth operation of facilities functions while also performing various administrative assistant tasks. This entry-level position requires excellent organisational skills and the ability to handle multiple responsibilities.
Candidate Profile: We are seeking candidates with a diverse background, including experience in customer service, office-based work, and administrative assistance. While specific industry experience is not mandatory, candidates should possess the following qualifications and skills:

Previous experience in a similar role, such as Administrative Assistant or Facilities
Front-of-house experience, including reception duties or customer-facing roles
Ability to provide support across multiple areas, including diary management, travel arrangements, and organising office events
Proficiency in Microsoft Office systems, including Outlook, Word, PowerPoint, Nitro, and Sharefile
Experience with InterAction and finance systems is advantageous but not essential
Main Responsibilities:

Serve as the first point of contact for facilities and health & safety issues within the office.
Welcome visitors to the firm professionally and manage daily building inspections, reporting maintenance issues promptly.
Provide assistance to other business support functions not based in the office, such as Finance, HR, IT, or Marketing.
Process incoming and outgoing mail, arrange couriers, and undertake reprographic duties.
Maintain office equipment and furniture, arranging repairs or replacements as needed.
Coordinate meeting room bookings and catering requirements for client meetings and seminars.
Monitor and replenish kitchen and stationery supplies, ensuring stock levels are maintained.
Assist with records management, including file audits and dealing with archive requests.
Ensure compliance with security procedures regarding access to the premises.
Conduct new joiners' facilities induction and assist the Health & Safety Manager in complying with regulations.
Complete relevant Health & Safety training courses, including First Aider and Fire Warden training.
Manage special deliveries, courier forms, and information saved in data rooms and Sharefiles.
Additional Responsibilities as an Administrative Assistant:

Handle filing, both physical and electronic, and manage contacts, referrals, and mailing lists.
Assist with matter risks assessments, file audits, and opening and closing files.
Support Executive Assistants, lawyers, and Business Services with tasks such as copying, printing, scanning documents, booking travel, and completing expense claims.
Compile document bundles, assist with document management, and perform general administrative tasks as required.
Pre-employment Screening: Candidates should note that pre-employment screening will be conducted, including checks on professional and academic qualifications, references, eligibility to work in the UK, Additionally, a satisfactory response from the Disclosure and Barring Service (DBS) is required to check for any previous criminal convictions or cautions.

The Recruitment Co. is an equal opportunities employer and we're committed to diversity and inclusion in the workplace

  • Administrative Assistant

    2 weeks ago

    Oxford, United Kingdom Douglas Scott Legal Recruitment Full time

    OxfordAdministrative Assistant / Facilities AssistantFull time 35 hours per week My client, a leading law firm based in Oxford are looking for a Facilities Assistant / Administrative Assistant to join the team. They will consider any candidate with great customer service or administrative experience.This is an office based role working 35 hours a week...

  • Facilities and Administrative Assistant

    4 weeks ago

    Oxford, United Kingdom The Recruitment Co Full time

    Job Specification: Administrative Officer/Project Administrator Location: Oxford, UK Employment Type: Full-time, Permanent Role Overview: As an Administrative Officer/Project Administrator, you will be responsible for providing administrative and facilities services to our Oxford office. Reporting to the Facilities Manager and Executive Services Manager,...

  • Facilities Administrative Assistant

    4 weeks ago

    Oxford, United Kingdom University of Oxford Full time

    Previous applicants to the post 162706 need not apply._ We are seeking a **Facilities Administrative Assistant** to join our busy facilities team in the Nuffield Department of Clinical Neurosciences (NDCN). The NCDN is a world-class and growing research department in the Medical Sciences Division. For this role, you will provide professional,...

  • Facilities Administrative Assistant

    5 days ago

    Oxford, United Kingdom University of Oxford Full time

    Previous applicants to the posts 162706 and 163681 need not apply._ We are seeking a **Facilities Administrative Assistant** to join our busy facilities team in the Nuffield Department of Clinical Neurosciences (NDCN). The NCDN is a world-class and growing research department in the Medical Sciences Division. For this role, you will provide professional,...

  • Administrative Assistant

    2 weeks ago

    Oxford, Oxfordshire, United Kingdom Douglas Scott Legal Recruitment Full time

    Oxford Administrative Assistant / Facilities Assistant Full time 35 hours per week My client, a leading law firm based in Oxford are looking for aFacilities Assistant / Administrative Assistant to join the team. They will consider any candidate with great customer service or administrativeexperience. This is an office based role working 35 hours a week...

  • Administrative Assistant

    3 weeks ago

    Oxford, Oxfordshire, United Kingdom Douglas Scott Legal Recruitment Full time

    OxfordAdministrative Assistant / Facilities Assistant Full time 35 hours per week My client, a leading law firm based in Oxford are looking for a Facilities Assistant / Administrative Assistant to join the team. They will consider any candidate with great customer service or administrative experience.This is an office based role working 35 hours a week...

  • Administrative Assistant

    2 weeks ago

    Oxford, Oxfordshire, United Kingdom Douglas Scott Legal Recruitment Full time

    OxfordAdministrative Assistant / Facilities AssistantFull time 35 hours per week My client, a leading law firm based in Oxford are looking for a Facilities Assistant / Administrative Assistant to join the team. They will consider any candidate with great customer service or administrative experience.This is an office based role working 35 hours a week...

  • Facilities Assistant

    5 days ago

    Oxford, United Kingdom University of Oxford Full time

    An exciting opportunity has arisen to join the Facilities team in the Ashmolean Museum! **About the role** The Facilities Assistant is a position within the Ashmolean Facilities Team, who are responsible for the Facilities Management (Hard FM and Central Services) of the museum’s estate within Oxford. The team ensures that buildings are running...

  • Facilities Assistant

    2 days ago

    Oxford, United Kingdom University of Oxford Full time

    Oxford Population Health (the Nuffield Department of Population Health, University of Oxford) is a global pioneer and leader in population health science. The department has over 900 staff, students and academic visitors who work together to investigate the causes and prevention of disease and lead human health forward. We are seeking to appoint a...

  • Facilities Support Assistant

    6 days ago

    Oxford, United Kingdom University of Oxford TSS Full time

    Web advert Vacancy ID**:13621** Are you a reliable and customer-oriented individual looking for a new challenge? We have an exciting opportunity for a **Facilities Support Assistant** to join a central university department. As a Facilities Support Assistant, you will be responsible for: - Carrying out general building related tasks - Ensuring the safety...

  • Facilities Assistant

    6 days ago

    Oxford, United Kingdom RWK Goodman Full time

    The VacancyWe are currently recruiting for a Facilities Assistant to join our Oxford office. You will ensure day to day management of all Facilities requirements are met and assist on storage, maintenance and archiving of deeds/wills and probate files, using a computerised database system.You will assist the Facilities Supervisor with H&S requirements...

  • Facilities Assistant

    4 weeks ago

    Oxford, United Kingdom Airbus Full time

    **About our team...** Airbus Helicopters is the world’s largest helicopter manufacturer and the company’s site at Oxford Airport is Britain’s civil helicopter hub. AHUK is the MoD’s chosen provider of helicopters and maintenance for its Defence Helicopter Flying school (referred to as MFTS) located in RAF Shawbury (Shropshire) and RAF Valley...

  • Facilities Support Assistant

    4 weeks ago

    Oxford, United Kingdom University of Oxford TSS Full time

    Location: - Oxford City Centre- Category: - Miscellaneous- Vacancy Type: - Full-time (temporary)- Pay rate: - £12.12 p/h + holiday pay- Web advert- Vacancy ID 14678- We are recruiting for a temporary Facilities Support Assistant to work on site at one of our centrally based departments starting ASAP for approx 1 month working Mon - Fri 2pm - 8pm and paying...

  • Administrative Assistant

    5 days ago

    Oxford, United Kingdom University of Oxford TSS Full time

    Location: - Oxford City Centre- Category: - Administration- Vacancy Type: - Full-time (temporary)- Pay rate: - £13.56 p/hr + holiday pay- Web advert**Vacancy ID**:15874**Start date**:ASAP - **Duration**:4 weeks initially - Are you hard working with the ability to multi-task and previous administrative experience? A Central Oxford University Faculty are...

  • Facilities Assistant

    5 days ago

    Oxford, United Kingdom University of Oxford Full time

    Reuben College is located at the heart of Oxford in the Radcliffe Science Library building, which is opening this August after being extensively refurbished. The College was established as a graduate society of Oxford University in 2019 and is named in recognition of a generous founding gift from the Reuben Foundation, admitting its first 130 students in...

  • Facilities Support Assistant

    6 days ago

    Oxford, United Kingdom University of Oxford TSS Full time

    Web advert Vacancy ID**:13567** Do you have excellent DIY and maintenance skills? Are you looking for an opportunity to work in a vibrant and diverse environment? We are looking for a **Facilities Support Assistant** to join a central university department. This is a 3-week contract starting ASAP, with an hourly pay rate of £11.59 per hour. You will work...

  • Admin Assistant

    4 weeks ago

    Oxford, United Kingdom University of Oxford Full time

    We are looking for a highly motivated and flexible individual to carry out an Administration Assistant role in a busy and exciting neuroimaging centre with over 300 members, the Wellcome Centre for Integrative Neuroimaging (WIN). As part of a small team, you would take a visible role in administration and provide proactive support to researchers and users...

  • Administrative Assistant

    5 days ago

    Oxford, United Kingdom University of Oxford TSS Full time

    Location: - Oxford City Centre- Category: - Administration- Vacancy Type: - Full-time (temporary)- Pay rate: - £13.44 per hour + holiday pay- Web advert**Vacancy ID**:14730 We are currently recruiting for a temporary Admin Assistant for a centrally based Oxford University College, starting asap on a full-time basis. **Duties**: - Assist in producing and...

  • Admin Assistant

    5 days ago

    Oxford, United Kingdom University of Oxford TSS Full time

    Web advert - Vacancy ID: 13003- Do you have experience juggling multiple administrative duties? Can you work calmly under pressure? Are you confident in the use of IT software?- We are currently recruiting for an Administrative Assistant role that could be perfect for you! Further details as follows:Main Responsibilities: **1. On-course Administration**-...

  • Temporary Administrative Assistant

    5 days ago

    Oxford, United Kingdom Allen Associates Full time

    This is a wonderful opportunity to work for a collaborative, dynamic and closeknit team as a Temporary Administrative Assistant for a period of 6months. Starting as soon as possible, your role will combine two main areas of focus: supporting with academic administration and assisting the Office Manager with the daily running of the office. **Temporary...