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Job description

Responsibilities overview

Reporting to the HR Manager, the Office Administrator will undertake administrative tasks, responsibility for Health and Safety and ensuring the rest of the workforce has adequate tools and resources to work efficiently. This role covers two offices and remote workers as a shared resource. The role will be based in Loughborough.

The duties of the office administrator will include completing operational administration tasks in document management and assisting the Heads of departments with general duties and requests.

This is a hybrid working role, based on-site at Loughborough University’s Advance technology and Innovation Centre four days a week and home based the other one day.

Duties

Tasks will include:

Administration

· Inventory management for office supplies and placing orders where necessary

· Managing staff travel and accommodation arrangements for domestic and international destinations

· Managing the arrangements for board meetings, including catering requirements and venue planning

· Management of the fixed assets register

· Manage phone calls and correspondence (email, letters, packages etc.)

· Filing and document management incorporating Data Protection and GDPR requirements

· Completing Health and Safety Audits, Risk Assessments and ensuring compliance with statutory requirements

· Developing, communicating and maintaining office policies and procedures

Support to Heads of Departments

· Create agendas and take minutes at meetings and communicating outcomes to key stakeholders

· Assisting with organising appointments and other duties

· Submit timely reports and prepare presentations/proposals as assigned

· Producing letters/emails on behalf of the Heads of Department

· Maintaining accurate records / data as required

Required behaviours

• Adaptable and flexible to change with a can-do attitude
• Positive and respectable behaviour towards colleagues and customers at all levels
• Capable of work independently with low level supervision and complete tasks to the best standard
• Ability to see the bigger picture and prioritise workloads based on full organisational needs

Required skills and Qualifications

· Proven experience as an office administrator, office assistant or relevant role

· Outstanding communication and interpersonal skills

· Strong organisational skills and attention to detail

· Familiarity with office management procedures

· Excellent working knowledge of Office 365 including Outlook, Word, Excel and SharePoint.

· Deliver a professional level of effective and accurate written and oral communication.

· Ability to multi-task and handle confidential information

· Ability to show initiative and work autonomously within the role

· Proficient completion of written communication assessment

· Strong interpersonal skills to form effective working relationships with people at all levels

Job Types: Full-time, Permanent

Salary: £22,000.00-£25,000.00 per year

Benefits:

• Company events
• Work from home

Schedule:

• Monday to Friday

Experience:

• Administrative: 3 years (required)

Work authorisation:

• United Kingdom (required)

Work Location: One location