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Office Administrator

2 months ago

Abingdon, United Kingdom Oxford Immunotec Full time

Overview:
This position is responsible for carrying out all aspects of reception, office administration and meeting activities, communication and travel arrangements for company personnel. This post also supports administration within the wider company, in particular the Commercial teams. The post requires exceptional customer service to both internal and external customers with the aim of constantly increasing levels of service within company guidelines.

**Responsibilities**:
**Reception / Office**

To be responsible for the smooth running of the office administration and reception duties which include:
**Executive Assistant Support**

To provide support to the Executive Assistant as necessary (during long periods of annual leave or high levels of workload) which includes:

- Purchasing and distributing employee long service awards in a timely manner
- Assisting with large scale meetings as required
- Arrange in-house catering for VP meetings
- Maintenance and creation of SharePoint sites (CEO, Employee Resources)
- Directing incoming calls
- Greeting visitors and arranging transport/accommodation as required
- Organise internal customer visits and training sessions inc. logistics such as hotels and lunch
- Keeping the office tidy and preparing meeting rooms for the day
- Ordering and distribution of office supplies, kitchen supplies ie, Fruit, Milk, Coffee & Tea; and printer readings/consumable

**Commercial**
**Support**
- Support Global Technical Services with its internal auditing and maintain our Salesforce Global records and ensure documentation is up to date, compliant and audit-ready.
- Maintain a tracker of all new and existing technical documents for our customers and managing the transactional side of approvals through our internal Quality Management System.
- Act as GTS Quality Ambassador and insure all processes meet Quality requirements (Change Controls, Validations, non-conformances and business processes).
- Maintain vendor-supplied user manuals, service processes and guides inventory. This is to ensure we’re always using current vendor-supplied documentation.
- Follow up on marketing leads following conferences and meetings.
- Support sales teams as necessary with administration needs

**Office Health & Safety**
- Updating H&S employee communications i.e. notice boards and emergency contact lists
- Managing and maintaining the electronic sign in system in UK
- Organisation and management of health and safety related courses for all UK based employees, such as fire awareness, first aider and mental health first aider
- Administration of the HepB clinics, working with Occupational Health to identify applicable employees and organise their course of treatment
- Be an active member of the Health & Safety Committee, providing feedback to the HR team where applicable
- Provide DSE assessments to all new employees and work with occupational health and facilities to identify and resolve any required adjustments

Other Support
- Join the company Social Club committee and help coordinate committee meetings, social Club events and keep the social club SharePoint page updated
- Internal SharePoint updates including monthly newsletters
- Update the reception and Tea Spot company presentations
- Wider Company Administration Support:

- Assist with Notarization, Apostille and Legalization process for depts. as required.
- Handling and distributing post and other deliveries in a timely manner
- Other related administrative support to other departments within the company as needed, primarily HR

Qualifications:

- Technical skills and abilities_
- Minimum 1 - 2 years’ experience in similar role
- Good working knowledge of Word, Excel and PowerPoint
- Comfortable working with accounting software packages
- Good command of spoken and written English
- Knowledge of Microsoft SharePoint
- Understanding of Quality language and processes
- Excellent attention to detail
- Variety of work experience would be beneficial
- Full driving license and have access to own vehicle
- Emotional skills and abilities_
- Confident and professional telephone manner with excellent customer service skills
- Problem solving mentality
- Proactivity in identifying and investigation of issues and presenting potential solutions
- Ability to work with mínimal supervision
- Team-work mentality