Office Administrator

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