Office Administrator
Working Hours: Temporary role with hours of 8:30 - 5:00 Monday - Friday
Location: Pontprennau initially and then the Office is moving to Langstone in Newport (ideally the candidate is from Newport but willing to drive to Cardiff)
Pay Rate: £12 - £15ph
Responsibilities
1. CTM travel and hotel organization (Jaime temporarily - training received)
2. Compilation of office man hours / defects / apprentices
3. GRN sign off on Coins for BW9990 and BEN901
4. Boardroom and Meeting room calendar maintenance
5. Office supplies
6. EPI reporting associated with the office
7. CDR scanning and uploading
8. Docusign
9. PPE ordering for new staff
10. HR onboarding - Right to Work checks
11. IT ordering for new starters
12. Lyreco - office stationary supplies (Sophie Lacey, Karen Wooton)
13. Clarity copiers manual monthly printing
14. Monthly time recording SAP (Check Nikita Swatton)
15. Office PAT testing (August 2025 internally with FM) inclusive of Office emergency light testing
16. Fire extinguishers (fire warden?)
17. Carry out reception duties as the first point of contact for staff and visitors to the site office, meeting and greeting visitors
18. Providing an efficient contact route into the management teams
19. Managing incoming phone calls using a switchboard system
20. Dealing with incoming and outgoing post, ensuring correspondence received is logged appropriately and distributed accordingly
21. Support the team in the preparation of correspondence and reports
22. Book and facilitate the organization of meetings, including the provision of refreshments where required
23. Preparation and distribution of all relevant papers in advance
24. Minute taking at meetings, transcribe and accurately present them back to the meeting chair
25. Sort, maintain, copy, and distribute correspondence as directed
26. Ensure relevant paperwork is filed appropriately and maintained in an organized manner
27. Scan and upload documents onto the electronic document management system, 4Projects
28. Ensure that office facilities and consumables are maintained in an organized manner
29. Recording and allocation of apprentice hours
30. Recording of office man hours
31. Raising requisitions on Coins
32. Off hire procedure for staff
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