Administrator

**Temporary to Permanent or Permanent Opportunity**

Role: Administrative Coordinator

Hours: 8.45am-5.15pm

Pay rate: D.O.E

Location: Central Cambridge with parking

**_100% office-based role_**

**The Role**

To provide outstanding administrative support to members of the team. To be able to extract information as required from our IT databases systems. To provide a welcoming front of house service to all external visitors by telephone or in person. Be the pointof contact and deal with all potential clients and those that no longer require our services.

**Main Responsibilities and Tasks**:
Provide front of house service to include:

- Answering the telephone, transferring calls, taking messages as appropriate
- Welcoming all visitors, ensuring they sign in and out and directing them appropriately
- Notifying employee of visitor arrival
- Offering/making refreshments
- Keeping the reception area tidy

**Post - Incoming and Outgoing**:

- Opening, scanning and distribution of incoming post
- Action incoming post per Account Manager instruction (i.e., Saving to client file, forwarding to client etc.)
- Scanning and dealing with outgoing post, including arranging couriers
- Check Royal Mail tracking and complete delivery log for tracked/signed for mail
- Enter disbursements into our software for client post and courier costs

**General Administration**:

- Printing and binding of Wills as requested by Manager
- Off-site archiving - arranging for return of documents or sending them into archive, maintaining a records of where documents are within the system.
- Taking card payments as required
- Setting up meetings, including those for potential clients as requested, ensuring rooms are booked, diaries are updated, any required paperwork is prepared
- Preparing log of meetings for the following day to ensure rooms are booked, and others are aware of visitors
- Scanning documents as requested and saving to the document management system
- Data entry into systems as requested, including updating client details (i.e., Change of address, telephone number etc.)

Taking clients through the disengagement process

Quarterly electronic client surveys

Purchase of consumables
- Stationery
- Refreshments
- Printing & Franking supplies
- Business Cards
- Paper Towels and other bathroom provisions

Carry out weekly Fire Alarm tests and maintain/update log

Website - Edit and upload documents as requested for approval by an appropriate person.

Social Media - owning the channels and leveraging them to communicate directly with our audience

**Skills**
- Experience in a similar role would be an advantage but not essential
- Experience using a cloud-based phone system would be an advantage, but not essential, previous use of a switchboard system is essential
- Excellent IT Skills
- Experience using Microsoft Office
- Experience of using databases and extracting information
- Willing to use tutorials and help videos to learn new skills/packages and to share knowledge with others.
- Good organisational skills
- An eye for detail and accuracy
- Proactive and can-do attitude
- Independent and willing to take responsibility and accountability
- Ability to prioritise workload and meet deadlines
- Ability to work independently as well as part of a team
- Provide a welcoming and friendly environment both in person and on the phone
- Confident, professional, and business like
- Customer focused
- Excellent verbal communication skills are a must along with good written communication

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.