Office Administrator
Venesky-Brown’s client, a public sector organisation in Exeter, is currently looking to recruit a Office/Building Co-ordinator for an ongoing contract to commence on 6th January 2025 for up to 12 weeks on a rate of £11.44/hour PAYE. This role will be based onsite. The working hours are 37.5 hours per week.
Responsibilities:
– Act as the first point of contact for the reception by phone, email and face-to-face, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders and appropriate team members sensitively and autonomously, referring to others as appropriate.
– To “meet and greet” visitors to the office, ensuring that staff are quickly informed when their visitors arrive and that visitors are shown to meeting rooms as required.
– Managing switchboard telephone calls and directing these appropriately; using own initiative to deal with phone calls and messages
– Undertaking administrative duties such as photocopying, and sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
– Managing the electronic diary for the meeting rooms, prioritising these as appropriate; prepare, service and reconfigure meeting rooms.
– Managing and coordinating event and theatre space including scheduling and handling payments
– Management of visitor parking, resolving any problems in a calm and efficient manner.
– Issuing of ID access cards to staff.
– Co-ordinating starters and leavers within the organisation, ensuring access cards are returned.
– Using initiative and contributing to the development of office reception process.
– Ensure that general office supply levels and the stationery store cupboard are maintained. In particular, ordering stationery and meeting room supplies as required. Keeping the stationery store cupboard neat and tidy.
– Organising reception cover as necessary. Promote the image of reception, checking that notices and leaflets are up to date and well presented.
– Coordination of the health and safety of sites (via matrix working with the estates team) by undertaking workplace assessments, risk assessments and training.
– Providing support to a range of department initiatives.
– Assisting in organising and planning events as necessary, including any supporting information material.
– Working together with administrators/PAs to provide an effective network of communication including dealing with visitors to the site and being flexible to cover other administrators’ general duties on the site.
– Co-ordination of risk assessments, reports, and other information as appropriate for feedback to appointed stakeholder.
– Acting as the focal point for routine maintenance issues, including equipment breakdowns, ensuring these are rapidly escalated to line management. Management and coordination of contractors and controlling contractors on site as necessary. Ensuring safety inspections and relevant records are maintained for the premises.
– Attending quarterly tenant meetings.
Essential Skills:
– Significant administrative or relevant experience including initiating and maintaining office systems.
– Experience in dealing with sensitive and confidential information.
– Knowledge or experience of minute taking or note taking skills.
– Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
– Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
– Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users.
– Ability to work effectively as part of a team.
– Understanding of and commitment to equality of opportunity and good working relationships.
– Problem solving skills
– Time management skills with the ability to re-prioritise.
– Skills for supporting aspects of projects ensuring they meet financial targets.
– Advanced keyboard skills with a high degree of accuracy for minute taking and data input
– Ability to work without supervision.
– Able to work on own initiative, organising and prioritising own and others’ workloads to changing and often tight deadlines.
– An ability to maintain confidentiality and trust.
– Professional, calm and efficient manner.
– Commitment to continuing professional development.
– Positive, flexible and pro-active approach to work.
Desirable Skills:
– Understanding of Data Protection Act
– Training or experience of direct line management
INDADMIN
Responsibilities:
– Act as the first point of contact for the reception by phone, email and face-to-face, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders and appropriate team members sensitively and autonomously, referring to others as appropriate.
– To “meet and greet” visitors to the office, ensuring that staff are quickly informed when their visitors arrive and that visitors are shown to meeting rooms as required.
– Managing switchboard telephone calls and directing these appropriately; using own initiative to deal with phone calls and messages
– Undertaking administrative duties such as photocopying, and sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
– Managing the electronic diary for the meeting rooms, prioritising these as appropriate; prepare, service and reconfigure meeting rooms.
– Managing and coordinating event and theatre space including scheduling and handling payments
– Management of visitor parking, resolving any problems in a calm and efficient manner.
– Issuing of ID access cards to staff.
– Co-ordinating starters and leavers within the organisation, ensuring access cards are returned.
– Using initiative and contributing to the development of office reception process.
– Ensure that general office supply levels and the stationery store cupboard are maintained. In particular, ordering stationery and meeting room supplies as required. Keeping the stationery store cupboard neat and tidy.
– Organising reception cover as necessary. Promote the image of reception, checking that notices and leaflets are up to date and well presented.
– Coordination of the health and safety of sites (via matrix working with the estates team) by undertaking workplace assessments, risk assessments and training.
– Providing support to a range of department initiatives.
– Assisting in organising and planning events as necessary, including any supporting information material.
– Working together with administrators/PAs to provide an effective network of communication including dealing with visitors to the site and being flexible to cover other administrators’ general duties on the site.
– Co-ordination of risk assessments, reports, and other information as appropriate for feedback to appointed stakeholder.
– Acting as the focal point for routine maintenance issues, including equipment breakdowns, ensuring these are rapidly escalated to line management. Management and coordination of contractors and controlling contractors on site as necessary. Ensuring safety inspections and relevant records are maintained for the premises.
– Attending quarterly tenant meetings.
Essential Skills:
– Significant administrative or relevant experience including initiating and maintaining office systems.
– Experience in dealing with sensitive and confidential information.
– Knowledge or experience of minute taking or note taking skills.
– Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
– Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
– Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users.
– Ability to work effectively as part of a team.
– Understanding of and commitment to equality of opportunity and good working relationships.
– Problem solving skills
– Time management skills with the ability to re-prioritise.
– Skills for supporting aspects of projects ensuring they meet financial targets.
– Advanced keyboard skills with a high degree of accuracy for minute taking and data input
– Ability to work without supervision.
– Able to work on own initiative, organising and prioritising own and others’ workloads to changing and often tight deadlines.
– An ability to maintain confidentiality and trust.
– Professional, calm and efficient manner.
– Commitment to continuing professional development.
– Positive, flexible and pro-active approach to work.
Desirable Skills:
– Understanding of Data Protection Act
– Training or experience of direct line management
INDADMIN
