Office Administrator

5 months ago

Swinton, United Kingdom People Matters Full time

**PURPOSE OF ROLE**:
This part-time position offers 20 hours of work spread over five days per week. As an Office Administrator, you will play a crucial role in ensuring the smooth and efficient operation of our office. The most important aspect of this role is someone who can grow into the role as the business expands. You will need to be able to multitask and be proactive, taking on other responsibilities as and when required.

**PRINCIPLE RESPONSIBILITIES**:

- Greet visitors and direct them to the appropriate personnel or take a message
- Incoming and Outgoing Postal Duties
- Scanning the post onto files
- Issue Parking Permits
- Maintain Office Supplies and place orders when necessary
- Co-ordinate Building Maintenance
- Ordering Archived Files when necessary
- Collaborate with other team members to ensure efficient office operations
- Support the office staff and management with day-to-day tasks as required

***Communication**
- Communicate with all colleagues and external points of contact face to face, by telephone, or in writing in a clear, concise, and professional manner
- Interpret and respond clearly, effectively, and in a timely manner to requests for information from colleagues, managers, directors, and external agencies
- Understand business demands and expectations and deliver against these in line with the company’s high standards
- Communicate within the team, supporting others where necessary
- Contribute to team meetings and events as and when required
- Developing and manage relationships with internal and external stakeholders
- Following instructions and asking appropriate questions
- Ensure that all deadlines are met in a timely manner and people are kept informed of progress

***Teamwork**
- Establish and maintain effective working relationships with colleagues, managers, and clients
- Ensure that all deadlines are met in a timely manner and clients/colleagues are kept informed of progress
- Influence people positively demonstrating a “can do” attitude
- Motivate colleagues
- Contribute to formal and informal discussions with colleagues to generate new ideas and approaches
- Enjoy working as part of a team but be capable of working autonomously

**Administration**
- Data entry and filing alongside performing other routine clerical tasks as assigned
- Adhere to procedures relating to the proper use and care of equipment and materials for which the role has responsibility
- Scanning and printing
- Experience in a similar Office Administrator Role
- Maintain accurate paper and electronic filing systems
- Identify problems and respond in a timely fashion
- Maintaining a GDPR compliant office

**Other**
- Pro-active approach to work
- Excellent attention to detail
- Have a willingness to go the extra mile and always strive to seek job satisfaction
- Ensuring own personal workspace is kept clean and tidy. The company expects you to respect company property and to report any misuse of same to your immediate line manager
- Remain up to date with professional knowledge by participating in learning opportunities
- Ensure all Health & Safety procedures are effectively carried out
- To comply with the company handbook policies and procedures
- To act at all times to promote equality and diversity ensuring inclusive and integrated services
- To undertake any other duties appropriate within the broad remit of the role
- Ensure any issues concerning quality and customer care are reported to management

Holidays: 25 days holidays + bank holidays.

**NOTE**:
The details contained in this Job Description summarise the main expectations of the role at the date it was prepared. It should be understood that the nature of individual roles will evolve and change. Consequently, the company will expect to review and revise this Job Description from time to time and will consult with the post-holder at the appropriate time.

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