Administrator

Job Title: Office Administrator

Reports to: Operations Manager

Hours: 8:30am to 5:30pm

Location: Heyford Innovation Centre, 77 Heyford Park, Bicester OX25 5HD

Job Purpose

The Office Administrator provides essential administrative and organisational support across all areas of the business — enabling colleagues to focus on their core functions and ensuring the smooth running of day-to-day operations.

The role supports the Operations Manager, Managing Director, Compliance, and Digital Marketing functions, helping to maintain structure, accuracy, and efficiency across the business. Acting as the first point of contact for visitors and calls, the Office Administrator plays a key role in representing the company's professional and welcoming culture.

They will maintain accurate records, support the creation of internal documentation (such as SOPs), assist with HR and compliance administration, and keep CRM data up to date. This role suits someone who is proactive, organised, personable, and commercially aware

Key Tasks and Responsibilities

General Administration & Office Coordination

• Take ownership of all general administrative tasks within the business.
• Act as the first point of contact for incoming calls, emails, and office visitors — greeting clients, candidates, and suppliers professionally and warmly.
• Manage meeting room bookings, staff calendars, and visitor logistics.
• Maintain accurate filing systems (digital and physical), ensuring data protection and confidentiality standards are upheld.
• Assist in drafting, formatting, and circulating documents, reports, and correspondence as required.
• Support the upkeep and creation of Standard Operating Procedures (SOPs) and company templates, in collaboration with the Operations Manager.
• Oversee procurement of office supplies, stationery, and equipment, ensuring cost-effectiveness and availability.
• Manage relationships with suppliers and service providers (utilities, IT, maintenance, cleaning, insurance), ensuring value for money and contract renewals are tracked.
• Coordinate with IT support providers to report and track technical issues, maintaining an accurate log of company assets and equipment.
• Support the Operations Manager in maintaining a well-organised, efficient, and professional office environment.

CRM & Systems Support

• Ensure CRM data is accurate, complete, and up to date for clients, candidates, and compliance documentation.
• Support the Operations Manager by preparing reports and data extracts from CRM and other systems.
• Assist in maintaining consistent use of systems across the business and work jointly with the Operations Manager to support staff with basic CRM training or troubleshooting.

HR Administration Support

• Support the Operations Manager with day-to-day HR administration.
• Prepare and collate new starter paperwork, offer letters, and employee documentation.
• Maintain accurate and up-to-date records of attendance, holidays, sickness, and return-to-work forms.
• Schedule induction sessions, training, and review meetings as directed by the Operations Manager.
• Maintain employee files, ensuring accuracy, confidentiality, and GDPR compliance.
• Keep HR templates, forms, and records up to date in line with company policy.

Compliance Administration

• Support the Compliance Manager with administrative tasks, including collating and uploading compliance documentation.
• Maintain audit-ready files and ensure outstanding documentation is chased promptly.
• Assist with communication between the Compliance, Operations, and Consultant teams to ensure documentation standards are consistently met.

Marketing & Communications Support

• Provide administrative support to the Digital Marketing Manager, including scheduling and posting content, formatting and proofreading materials, maintaining contact lists, and distributing company communications.
• Assist in the coordination of marketing activities and company events.
• Maintain company presentation standards across signage, documents, and the office environment.

Management & Confidential Support

• Provide confidential administrative support to the Operations Manager and Managing Director.
• Assist with compiling reports, preparing meeting materials, and formatting business documentation.
• Coordinate internal communications, notices, and updates for the wider team.

Decision-Making & Autonomy

• Manage daily administrative priorities independently, escalating matters where appropriate.
• Ensure all records and documentation are accurate, complete, and compliant.
• Exercise discretion and confidentiality when handling sensitive business or personnel information.

Performance Outcomes

Success in the role will be demonstrated by:

• A well-organised, efficient, and professional office environment.
• Timely and accurate completion of administrative, HR, and compliance support tasks.
• Up-to-date and accurate CRM and documentation records.
• Positive internal feedback from the Operations Manager and wider business.
• Demonstrated reliability, initiative, and proactive communication.
• Strong contribution to the company's professional image and culture.

Professional Development

• Develop knowledge of business operations, systems, and compliance processes.
• Participate in internal and external training to strengthen administrative and reporting skills.
• Support continuous improvement through feedback, collaboration, and proactive problem-solving.

Culture & Values Alignment

· Acts with integrity, professionalism, and respect at all times.

· Represents the company positively and ensures a welcoming and supportive approach.

· Works collaboratively across departments and supports colleagues proactively.

· Takes pride in accuracy, organisation, and service quality.

· Contributes to a culture of excellence, accountability, and continuous improvement.

Job Type: Full-time

Pay: £25,000.00-£26,000.00 per year

Benefits:

• Company pension
• Free parking
• On-site parking

Work Location: In person