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Administrator and Office Coordinator

2 weeks ago

Bristol, Bristol, United Kingdom Clue Software Full time £20,000 - £28,000 per year

Role Specifics

  • Salary range: up to £30,000
  • Reporting to: Senior People and Talent Manager
  • Key stakeholders:
  • Organisational Framework Level: 1

About you/ Job Summary

We're looking for someone adaptable and proactive, comfortable taking on a variety of tasks and delivering high-quality results no matter what challenges come their way.This is a varied role where you'll be the go-to person for day to day operations, supporting senior stakeholders with ad hoc tasks, supporting recruitment coordination, and managing office administration. This role will require someone who is ready to bring energy to our office, being happy based 60% in the office and 40% from home, due to the nature of the responsibilities.

A large part of your role will involve acting as an HR generalist, handling onboarding and offboarding, maintaining HR systems, and supporting employee experience initiatives. You'll also champion health & safety compliance and help enhance processes across multiple departments.

If you're detail driven, people focused, and enjoy creating order while juggling a variety of responsibilities, from planning events to improving workflows, this is the perfect opportunity to make a real impact.

At Clue Software, we're actively adopting AI to enhance our products and workflows. You'll bring curiosity and a willingness to leverage AI tools and approaches that drive innovation.

Key Accountabilities 

Office Operations and Management

  • First point of contact for Clue, in the office and via the phone
  • Manage building access, alarms, CCTV, and fob/keycard systems
  • Liaise with service providers (cleaners, building facilities management, fire risk assessment, PAT testing)
  • Ensure office cleanliness and maintenance (including emptying the dishwasher)
  • Monitor and replenish office supplies (stationery, snacks, drinks, milk) based on team preferences
  • Oversee deliveries and post distribution
  • Amazon account purchases for teams across Clue
  • Conduct regular office checks aligned with ISO standards

HR Administration & Employee Experience

  • Provide end-to-end HR admin support: onboarding, offboarding, policy updates, and employee gifts
  • Act as **HiBob super user** for HRIS management
  • Supporting timesheet processing from customer teams and liaising with finance
  • Assist with new starter onboarding and general team admin support

Health and Safety Champion

  • Ensure health & safety compliance in line with policy
  • Conduct risk assessments, regular checks and be the go to person for this

Front-of-House

  • Act as first point of contact for mainline telephone enquiries
  • Coordinate with external vendors for services and supplies
  • Manage weekly lunch orders, dietary requirements, and vendor communications

Event Planning & Office Hosting

  • Plan and execute company-wide events (e.g. January & July Kick-offs, End-of-Year Party)
  • Book venues, arrange catering, and manage logistics for internal and external meetings

Internal Communications

  • Circulating the weekly meeting agenda and writing up minutes

Recruitment Co-ordination

  • Scheduling interviews
  • Coordinating interview packs and guides
  • Candidate communication
  • Vetting coordination and follow up

Key role measures

  • Taking ownership of all office and front of house responsibilities
  • Working closely with key stakeholders offering support where needed
  • Proactively supporting all HR operational tasks and projects
  • Helping to streamline and enhance internal processes

Experience and skills

Our ideal candidate would have experience in the following areas:

  • Proven background in office administration or office coordination
  • Hands-on experience with HR administration, including onboarding and offboarding
  • Familiarity with any HRIS systems (desirable if Hibob)
  • Event planning and coordination for internal and external meetings
  • Recruitment support, including scheduling and candidate communication
  • Office health & safety understanding and check required
  • Exceptional organisational and time-management skills
  • Strong communication and interpersonal abilities
  • Detail-oriented with a proactive approach to problem-solving
  • Ability to manage multiple priorities in a fast-paced environment

    Diversity, Equity and Inclusion
    If you're excited about this role but your experience doesn't align perfectly, we encourage you to apply anyway and tell us more about yourself. You may be just the right candidate for this or other roles.
    We believe that seeing the world from all sorts of angles makes life better for all. We want you to know that the things that make you an individual, like your identity, age, ethnicity, religion, ability and background, are things that we choose to celebrate and support.
    We are a scale-up company, and as we continue to grow, we are passionate that having a diverse, inclusive and authentic workplace will remain at our core. We are creating an inclusive environment where our people can thrive.
    Our values are aligned and at the heart of everything we do. We are respectful, united, rigorous, relentless and ethical.