The Office Admin Assistant will provide comprehensive administrative support to ensure the efficient functioning of office operations, while also assisting in maintaining and promoting a safe and healthy workplace. In addition to general office duties, this role will involve responsibilities related to Health & Safety (H&S) compliance, ensuring the organisation adheres to workplace safety regulations and practices.
Key Responsibilities:
* Manage office supplies of the UK office by maintaining stock levels and placing orders when necessary, including food supplies etc.
* Manage relationships with maintenance suppliers/contractors.
* Schedule meetings, appointments, and travel arrangements for staff.
* Prepare and distribute internal and external correspondence, reports, and presentations.
* Organise and maintain digital filing systems, ensuring easy access and proper archiving.
* Meeting and greeting of visitors to ensure a professional reception.
* Providing hospitality, such as tea, coffee, and water, for client meetings.
* Support incoming emails to various email accounts and flag anything urgent.
* Organising board lunches and catering as required.
* Ensure the office is clean, organised, and well-maintained on a daily basis.
* Resolve any maintenance or equipment issues.
* Help arrange and maintain communal areas such as break rooms and meeting spaces.
* Assist with planning and execution of office social events.
* Provide general administrative support to various departments as needed.
* Assist in handling any ad hoc tasks or responsibilities assigned by the Senior Leadership Team.
* Head Up the global charity committee.
* Liaising with building security.
* Support HR Manager – EMEA with employee-driven initiatives – HR aspects.
* General HR admin support.
Health & Safety (H&S) Responsibilities:
* Ensure the office complies with all relevant Health & Safety legislation and company policies.
* Conduct regular checks and inspections of the office environment to identify and mitigate potential hazards.
* Maintain accurate records of safety inspections, risk assessments, and H&S training sessions.
* Organise and assist with H&S training sessions for new and existing employees, including fire safety, first aid, and evacuation procedures.
* Distribute H&S communications, updates, and safety notices to ensure employees are aware of their responsibilities.
* Coordinate periodic H&S drills (e.g., fire or emergency evacuations) and document the outcomes.
* H&S Equipment Management:
* Monitor and ensure the availability of first aid kits, fire extinguishers, and other emergency equipment.
* Liaise with contractors to schedule safety equipment maintenance and servicing, including fire alarm and emergency lighting checks.
Experience & Skills:
* 1-2 years of experience in an administrative, or business support role.
* Previous H&S experience advantageous.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Strong organisational skills with the ability to prioritise tasks and manage time effectively.
* Excellent written and verbal communication skills.
* Attention to detail and high level of accuracy in work.
* Ability to work under pressure, on your own initiative & be proactive.
Seniority level
* Entry level
Employment type
* Full-time
Job function
* Administrative
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