We are looking for a professional and confident Office Administrator to join our team. Reporting to the People and Talent Director, you will be responsible for the day-to-day management of our Wilmslow office, as well as providing executive support to our CEO and CFO, and supporting with HR administration. The role is based in our Wilmslow office, with occasional travel to our Manchester office (Spinningfields) for events and meetings.
Office Management
- Greeting visitors, making them feel welcome, and preparing meeting rooms.
- Organising phones for new starters and managing any phone-related issues that are flagged.
- Keeping track of office supplies and equipment, maintaining stock levels and cost control.
- Managing technology in the office and maintenance of office equipment.
- Liaising with landlord, contractors, and IT providers regularly.
- Preparation of contracts and service agreements with office contractors and maintenance support.
- Laptop Management including roll out of 5-year-old laptop replacements under new policy.
- Maintain stock for Wilmslow office — tea, coffee, snacks, stationary, postage stamps.
- Organising Health and Safety and Fire Marshall training.
- Ensuring overhead costs are reviewed and budgeted
- Managing health and safety in the office, ensuring the correct risk assessments, policies and procedures are in place and adhered to Managing KAF weekly parking rota.
- Assisting with set up of quarterly breakfast event (Manchester office).
- Ensure the smooth running of our office and maintaining a well-organised, safe and tidy environment.
- Managing Milton Keynes office administration (remotely) including stationary stock, new member passes, approving invoices.
Executive Support
- Providing administrative support to CEO and CFO including diary management.
- Booking meetings and minute taking.
- Managing travel and accommodation for CEO and other employees where appropriate.
- Printing and preparing presentation packs.
- Organising and writing up actions for senior finance team bi-monthly meetings.
- Organising monthly board meetings and SMT meetings and writing up minutes or actions.
- Organising monthly board meetings.
- Organising monthly treasury committee meetings.
- Gathering data and for auditors (monthly headcount and board minutes).
- Manage car insurance and tax for executives.
- Collating information for quarterly business update.
- Organising annual breakfast with the board.
- Drafting loan note documentation, sending for signing and saving down in appropriate location
HR Administration
- Assistance in preparation of management training and other people team docs — proof reading and binding where appropriate.
- Leading organisation of charity events.
- Leading organisation of summer and Christmas socials.
- Writing monthly newsletter.
- Preparing agenda and actions for monthly Task Force meetings.
- Obtaining signatures and filing documentation.
- Providing first-line HR administration, drafting letters, preparing training materials, updating the HR system.
- Supporting the People team with the onboarding process and induction of new starters, including preparation of new starter packs, Skillcast, laptops, phones, parking permits.
- Managing the online training system.
- Working with the People team to drive the wellbeing agenda and coordinating events.
Skills and Experience
- Previous administration experience.
- Office management experience (preferred — not essential).
- Confident communicator with a "can-do" attitude.
- Customer service focused, people-person who enjoys helping others.
- Strong organisation and attention to detail.
- Trustworthy and discreet.
- Strong diary management skills (Outlook).
- Tech savvy and with good problem-solving ability.
- Works well as part of a team and enjoys working in a team environment.
- Competent user of other Microsoft programs (Excel, Word, PowerPoint).•
If you feel that this opportunity would be a great fit for you, but you don't have experience in all duties listed above, we'd still love to hear from you.
What can we offer you?
- Competitive salary plus discretionary yearly bonus.
- Company pension scheme
- 25 days' holiday (plus bank holidays)
- Your birthday off
- Private healthcare for you and your immediate dependents
- Enhanced family friendly policies
- Financial, physical and mental wellbeing support
- Death in service insurance
- Cycle 2 Work scheme
- Techscheme (Currys PC World)
- Discounted childcare
- Free parking
- Free breakfast, drinks and snacks
- Social events, including summer and winter parties
- Plenty of learning opportunities; we're passionate about developing our people.