Office Administrator

Job: Office Administrator
Based in: South Cambridgeshire and free car parking on site
Salary: £26,000per year

I am currently recruiting for a permanent administrator for a busy office in the South of Cambridge. This role is a permanent, full time position and would be seeking to interview quickly.

Job Summary
1. To work collaboratively with the PA to provide a comprehensive range of administrative and secretarial duties to support specific senior managers and office management for Head Office.
2. Work in a professional manner maintaining diplomacy and confidentiality in communicating sensitive or contentious information with people of all levels within the Partnership and other clients, requiring tact, discretion and reassurance skills, and to promote the organisation’s image.

Administration/Secretarial duties
1. Operate pro-actively to identify potential diary clashes and work with Executive Management Team members to prioritise diary commitments and avoid problems/difficulties
2. Organise and manage the diary of the Executive Management Team members in a proactive manner to make maximum use of time, prioritising and rescheduling as necessary, and to organise the travel schedules for the Executive Management Team as required
3. Take and transcribe minutes and/or action notes of meetings to a high standard, and distribute minutes/action notes to a timetable agreed with the PA.
Take responsibility for following up actions of minutes/notes
4. Be proactive and advise when meetings need to be arranged. Plan and organise meetings in advance
5. Organise/chase supporting papers; produce and circulate agendas and relevant papers prior to meetings in a timely manner
6. Ensure reports and presentations for meetings are produced to a high quality, and are submitted in a timely manner, assisting with drafting and production of these reports as needed
7. Produce reports and presentation materials, using a variety of software packages to the best advantage in producing accurate documents and presentation material within agreed time limits
8. Review and develop IT skills in relation to the organisation’s IT systems that are necessary to promote the corporate image, ensuring all skills are kept up-to-date by attending courses when necessary
9. Ensure confidentiality and conformance to Data Protection Act
10. Be able to use word processing software, spread sheets, email, internet and other software packages as required
11. Ensure effective management of sensitive and confidential data in line with Governance requirements
12. Participate in continual professional development

Office Management:
Reception duties
1. Meet and greet visitors to Head office, including facilitating their access into the reception area
2. Be responsible for the receiving and distribution of incoming post and the collection of out-going post and delivery to either a post box or Post Office
3. Ensure that the reception area is presentable at all time

General office duties
1. Be responsible for the administration of the door entry key and card system, to include programming, issue, logging and monitoring for all staff and visitors
2. Be responsible for the administration, distribution and monitoring of Head Office staff identity cards
3. Maintain the internal telephone list, ensuring that it is regularly reviewed and updated
4. Undertake a weekly stock take of office supplies and ensure that orders are placed in a timely manner
5. Ensure that the meeting rooms are presentable at all times and that standard meeting room supplies are available
6. Be responsible for hospitality of large meetings, to include the provision of water, lunch bookings and setting out lunches as and when required
7. Monitor the supplies of tea, coffee, sugar and milk and replenish these as and when required
8. Be the first point of contact for office queries or dealing with office problems
9. Liaise with the office landlord, our building neighbour, host Trust and external suppliers to ensure all office maintenance and cleaning issues are dealt with
10. Identify and manage suppliers of office services where required
11. Manage ordering of printer supplies and liaise with IT over any printer maintenance required
12. Develop and manage the hot-desking facilities within the office
13. Monitor building attendance to ensure that the building can be accessed by 8am in the absence of key holders
14. Manage and monitor allocation of keys to key holders

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