Full job descriptionJob Purpose
The Office Administrator will provide efficient, professional and organised administrative support to ensure the smooth day-to-day operation of the organisation.
The postholder will be responsible for a broad range of administrative, organisational and coordination duties, supporting management, staff, visitors and external stakeholders.
The role requires excellent attention to detail, strong communication skills, confidentiality and the ability to manage multiple priorities effectively.
Key Responsibilities
Office Administration
*Provide day-to-day administrative support to the organisation and management team.
*Manage incoming and outgoing correspondence, emails and telephone enquiries.
*Maintain organised electronic and paper filing systems.
*Prepare letters, reports, documents, spreadsheets and presentations as required.
*Maintain accurate databases, registers and administrative records.
*Order office supplies and maintain appropriate stock levels.
*Coordinate office facilities, equipment, maintenance and service arrangements.
*Welcome visitors and provide a professional and friendly first point of contact.
*Arrange meetings, appointments and room bookings.
*Prepare meeting agendas, take notes and circulate minutes and action points where required.
*Support the organisation of meetings, events, training and staff activities.
*Ensure the office environment remains organised, professional and appropriately equipped.
Records and Documentation
*Maintain accurate and up-to-date organisational records.
*Maintain electronic and paper filing systems.
*Ensure documents are appropriately stored, named and easily accessible.
*Assist with maintaining registers, logs and administrative trackers.
*Support the preparation and organisation of documentation for audits, inspections and internal reviews.
*Monitor outstanding administrative actions and follow up where required.
*Ensure records are maintained in accordance with organisational procedures.
Finance and Purchasing Administration
*Assist with processing invoices, purchase orders and expenses where required.
*Maintain administrative records relating to expenditure.
*Support basic financial administration and record keeping.
*Liaise with suppliers and service providers.
*Assist with ordering stationery, equipment and other office supplies.
*Monitor office expenditure and maintain appropriate records.
*Assist management with the preparation of administrative and financial information.
Management Support
*Provide administrative support to senior managers and leadership as required.
*Coordinate meetings and prepare supporting documentation.
*Maintain action logs and follow up outstanding actions.
*Assist with the preparation of reports, presentations and management information.
*Organise appointments, diaries and meetings where required.
*Assist with general organisational projects and initiatives.
*Undertake other reasonable administrative duties consistent with the role.
Communication and Customer Service
*Act as a professional first point of contact for visitors, telephone enquiries and general correspondence.
*Respond to routine enquiries promptly and professionally.
*Direct enquiries to the appropriate member of staff where necessary.
*Communicate effectively with colleagues, suppliers, professionals and other external stakeholders.
*Maintain a welcoming, professional and helpful approach at all times.
Confidentiality and Information Management
The Office Administrator may have access to confidential and sensitive organisational information.
The postholder must:
*Maintain strict confidentiality at all times.
*Handle information responsibly and securely.
*Comply with applicable data protection requirements and organisational policies.
*Ensure confidential documents are stored securely.
*Report any suspected breach of confidentiality or information security to the appropriate manager.
Person Specification
Essential
*Previous experience in an administrative or office-based role.
*Excellent organisational and time-management skills.
*Strong written and verbal communication skills.
*High level of attention to detail and accuracy.
*Ability to manage multiple tasks and competing priorities.
*Good IT skills, including Microsoft Word, Excel and Outlook.
*Ability to maintain accurate records and databases.
*Professional, friendly and approachable manner.
*Ability to work independently and as part of a team.
*Ability to handle confidential information appropriately.
*Reliable, organised and proactive approach to work.
Desirable
*Experience working within education, health, care or another regulated environment.
*Experience providing administrative support to senior management.
*Experience with financial or purchasing administration.
*Experience maintaining organisational records and databases.
*Understanding of GDPR and data protection requirements.
*Experience preparing reports, spreadsheets and management information.
Personal Attributes
The successful candidate will be:
*Highly organised and methodical.
*Reliable and dependable.
*Proactive and able to use initiative.
*Friendly, professional and approachable.
*Discreet and trustworthy.
*Flexible and willing to support colleagues.
*Calm and effective when working under pressure.
*Committed to providing a high-quality administrative service.
*Able to demonstrate professionalism and integrity.
*Able to prioritise work effectively and meet deadlines.
Note: No job description can be considered complete, and this job description will be subject to review and may be amended following consultation to reflect any changes that may occur and to meet the needs of the Company and its service users.