Office Administrator

Job Title: Office Administrator Grade: S1 Department: Administration Role Purpose To ensure the smooth day-to-day running of the office by managing front desk and reception, procurement, mail and correspondence, insurance administration, travel coordination and building and facilities matters. Provide a professional and welcoming first point of contact for visitors and callers and effective administrative support across the business. This role is a part time position, 3 days per week. Duties and Responsibilities • Manage front desk operations and telephone lines, answering, screening and directing calls • Greet visitors and guests, providing a professional and welcoming first point of contact • Order and manage office supplies, ensuring adequate stock levels • Purchase personal protective equipment (PPE) as required • Purchase and manage hardware (PCs, equipment, etc.) • Manage the general office mailbox, including incoming and outgoing mail • Manage general mail and liaise with the post office • Manage company insurance policies (office, travel, etc.), including renewals and day-to-day administration • Organise business trips, including flights/tickets, hotel bookings and travel insurance • Liaise with the building administrator / property manager on facilities matters • Monitor and report utility meter readings (electricity, water, gas) • Oversee daily housekeeping, ensuring the office remains clean, safe and presentable Specific Skills, Knowledge and Experience required • Previous experience in an office administration, reception or similar support role • Strong organisational skills, with the ability to prioritise and manage multiple ongoing tasks • Good working knowledge of Microsoft Office (Outlook, Word, Excel) • Strong communication and interpersonal skills for dealing with visitors, suppliers and colleagues • Fluency in English and Polish is required for this position Role Competencies • Able to work independently and as an effective member of a team, working towards personal and team goals, and promotes team working • Communicates information in a professional and effective manner with external contacts, visitors and colleagues • Solves practical problems using efficient and reliable methods • Applies basic planning and organisational principles in own activities • Considers commercial aspects in purchasing and own activities, achieving an appropriate balance between quality and cost • Uses a knowledge of team objectives and is self-motivated to achieve personal and team targets Health and Safety To uphold and provide leadership in the Company’s Health & Safety requirements with particular regard to agreed codes of practice and safe methods of working. Quality To follow and provide leadership in following the group Business Management System. Equalities To uphold and carry out the duties of the post with due regard to the Company’s ‘Equal Opportunities and Dignity at Work Policy’. Company Values To uphold the company values as set out in the Mission Statement. Your duties will be as set out in the above job description but please note that the Company reserves the right to update your job description from time to time, to reflect changes in, or to, your role. You will be consulted about any proposed changes. The list of duties in this job description should not be regarded as exclusive or exhaustive. There will be other duties and requirements associated with your job and, in addition, as a term of your employment you may be required to undertake various other duties as may reasonably be required by the business of you.