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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
