Our client seeks an Office Administrator to join their administration team in support of a large design team, focusing on providing administrative assistance to the whole office as required.
This position reports to the Information Manager and is suited to a reliable, diligent individual, with the aim of providing office administration and occasional front of house support to a growing practice of over 150 staff. The role requires the individual to deal with clients, visitors, and staff at all levels across the practice. This is an on-site role, during business operational hours and not appropriate for agile working arrangements.
Main Duties
Purchasing ad hoc supplies for the office.
Filing documents and drawings as directed.
General assistance to admin and drawing office staff as required.
Assisting the Office Manager with coordinating some general maintenance tasks.
Reception Cover / Front of House Duties
Upload, organise, and maintain digital content across platforms (e.g., websites, databases, intranets).
Ensure all information is current, accurate, and compliant with data protection regulations.
Ensure compliance with organisational policies and information governance standards.
Log new jobs and create, maintain, and manage hard copy and electronic project files, including project email folders.
Track and record the movement of files within the office to ensure their accessibility and proper management.
Liaise with project teams to implement suitable file-sharing platforms for large projects.
Coordinate with project managers at the end of the project life cycle to archive materials using an agreed checklist.
Maintain and update archive records internally and on external platforms (e.g., Oasis Bridge).
Respond to queries and conduct searches for archived project information.
Act as a coordinator for information saved to new drives.
Hold weekly meetings with Communications and Quality Management teams to address information management (IM) and quality management system (QMS) matters.
Assist in implementing, configuring, and maintaining digital tools and platforms.
Support the migration and integration of data into new systems.
Skills and Knowledge
Excellent organisational skills with a flexible approach to duties and ability to prioritise.
Good time management skills; proficient at working on a variety of tasks and meeting all deadlines.
Methodical with high attention to detail.
Personable and professional attitude to work.
Good communication skills, both verbal and written.
Able to use initiative and work unsupervised on occasions.
Proficient in MS Office in particular Word, Excel, and Outlook.
Salary and Benefits
£28-35K
21 days holiday (closed over Christmas and usually add discretionary holiday)
Pension
Employee Assistance Programme
Private Medical
Life Assurance
Annual bonus (discretionary)
Free (or paid for) parking