Administrative Assistant

Job Description

• Ensure all visitors feel welcomed and are directed to their respective appointments or contacts efficiently.
• Handle all incoming and outgoing mail promptly, ensuring that the franking machine is regularly topped up and functioning correctly.
• Act as a liaison between the office and maintenance staff, ensuring that any issues are reported and resolved swiftly.
• Manage the booking system for desks and meeting rooms, ensuring availability and resolving any scheduling conflicts.
• Assist in the preparation and setup of meeting rooms, including arranging necessary equipment.
• Ensure that all new staff and visitors receive their ID badges promptly and maintain records of issued badges.
• Keep building attendance records up to date for security and emergency purposes.
• Handle all monetary donations securely and ensure they are processed and accounted for correctly.
• Keep track of stock levels and order supplies to ensure that the office is always equipped with necessary stationary.
• Regularly check the contents of the First Aid box and replenish supplies as needed, adhering to health and safety regulations.
• Maintain stock of refreshments in the kitchen, including tea and coffee, milk ensuring they are available for staff use.

General

• Undertake any other duties commensurate with the post.

• Adhere to all company policies and procedures.

Person Specification ?

• Experience of working in an office environment requiring initiative, effective organisational skills and attention to detail.

• Experience of working in a customer focused role.

• Proficient in using Microsoft Office

Desirable

• Previous reception experience.
• Experience of using various databases.
• Ability to maintain administrative systems, for monitoring and reporting.
• Team working skills
• Ability to develop effective and supportive relationships with colleagues
• Planning and organisational skills
• Ability to organise time effectively, creating work schedules, prioritising workload and meeting deadlines
• Using initiative
• Ability to take responsibility for own actions and make decisions without referring to others.
• Communication skills
• Ability to communicate effectively, both verbally and in writing, adapting style to suit the audience, including the ability to edit correspondence and reports accurately and quickly (including spelling and grammar).

Equality, Diversity and Inclusion

Our client expects an understanding of and demonstrated commitment to its Equality Diversity and Policy and to ensure all activities and behaviours are consistent with the Equality, Diversity and Inclusion Policy. This includes all staff activities and their interface with all employees, customers and service users.

Special Conditions

• Must be prepared to travel and attend meetings and training as required which will involve occasional overnight stays.
• Safeguarding is everyone's responsibility. Safeguarding is about preventing and stopping both the risks and experience of abuse or neglect, while at the same time making sure we promote staff, service users and customers people's wellbeing.