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Job description

This job is based in Cambridge - Please note that hybrid working and other flexible working benefits will be available once you have passed probation.

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Role Purpose

The purpose of the job is to assist with the smooth running of the office by providing PA and administrative and marketing support to the partners and job runners. The role also includes support to other teams, departments, offices or individuals within the firm as and when necessary to help compile reports and tender submissions, whilst enabling the individual to learn skills and gain experience in the workplace.

Objectives

• To ensure that all administration duties are carried out efficiently and in line with the ISO 9001 and 14001 management systems in the office
• To assist with the implementation of all policies and procedures
• To assist with marketing and bids
• To work within the admin team to unify processes with the aim to improve and meet the needs to the business across all offices
• To provide project admin support as necessary

Main Duties

• To carry out project administration, i.e.: typing, filing, and archiving of correspondence, minutes, reports, ensuring practice database for contacts and project records is kept up to date as appropriate.
• To welcome and greet visitors to the office and to ensure refreshments and catering are ready for their arrival
• To assist with the monitoring of levels of stationery, ink etc within the local office.
• To assist in keeping the internal telephone list and fire register up to date
• To organise meetings internally and externally and book meeting rooms as and when requested
• Keeping the meeting rooms, reception, and kitchen tidy at all times
• To liaise with IT Consultants on behalf of local office and its staff should any part of the system fail and keep a running record of issues for resolution
• To liaise with photocopier supplier for day to day running issues/faults
• To assist with marketing and bid requirements as needed to, including but not limited to, update of job sheets, CVs, team structure diagram, compilation of collation of material for brochures, award submission and any written text requirements.
• To chase the project runner for completion photos when projects come to an end
• Post on F+M social media pages as and when requested
• Set up of new project enquiries on PIM and the server
• To assist with IMS process as briefed by IMS lead admin. This can include the various activities: checking fee agreements, programs, CDM notices, DRPs, TRPs, Sub Consultant agreements and project reviews are saved and up to date on both the server and PIM, in line with our IMS and QA spreadsheet.
• To assist with the recording and updating of the carbon footprint documents
• To assist with arrangements for staff social arrangements including any office parties and away days.
• To open, date stamp and distribute incoming and outgoing post (unless identified as personal)
• To work with other office or practise wide admin team members on a day to day basis in support of the smooth and successful running of the business.
• To assist with arranging continued profession development (CPD) sessions for the office
• To assist with any other adhoc or administrative work on a temporary or permanent basis to suit the needs of the business

Other Responsibilities

• Assisting with PA services to Partner(s)

Job Type: Full-time

Benefits:

• Company events
• Company pension
• Cycle to work scheme
• Flexitime
• Free flu jabs
• Sick pay
• Wellness programme
• Work from home

Schedule:

• Day shift
• Flexitime
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Cambridge: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Cambridge