We have an exciting opportunity for an Office Administrator to join our friendly and busy client based in Ware. Reporting to the Chief Executive Officer, the purpose of the role is to provide administration support and general office duties. The successful candidate will be required to work 9.00am - 4.30pm with a 1-hour lunch break Monday to Friday. This position offers a competitive salary.
Duties
- Answering of main switchboard and greeting visitors.
- Prepare and execute information for internal and external communication by emails, presentations, reports.
- Prepare documentation and attend Board meetings, taking minutes and distributing in a timely manner ensuring all actions agreed at the meeting are completed.
- Prepare and execute Membership monthly mailer working with internal team.
- Directing membership enquiries for HR and Health and Safety to external support.
- Documenting membership enquiries for HR and Health and Safety support on CRM ACT.
- Working with Customer Services/Retention administrator by providing information on membership enquiries to assist their work in maintaining strong relationships.
- Administration and organisation of Events, both national and regional, including Business Day and external Exhibitions. Attendance will be required at the Business Day.
- Managing information flow in a timely and accurate manner.
- Entering Supplier invoices and scanning to server.
- Prepare weekly cashflow and pay company invoices, board and team expenses.
- Maintain an efficient filing system for supplier invoices and credit notes on server.
- Act as point of contact for executives, team and other external partners.
- Manage internal holiday requests and diary.
- Responsible for the Online training programme, administration and maintenance of database.
- Liaising with external stakeholders who provide services to the membership and supporting this area through meetings and administration.
- Administration of the President's Diary including travel arrangements and hotel accommodation.
- Processing of payments on behalf of the Benevolent and Education Fund under the guidance of the Chairman of Trustees and Chief Executive Officer
- Diary maintenance for the Chief Executive Officer, Chairman and Board of Directors.
- Appointment making for the Chief Executive Officer where required.
- Booking of venues for meetings, travel and hotel accommodation.
- Ensuring the office is maintained and operational, co-ordinating repairs to office equipment etc.
- Responsibility for daily post, opening and sending of daily post.
- Organising catering and refreshments for any meetings/visitors
- Ordering of stationery, kitchen and toilet supplies for the office and stocktaking of supplies.
- Assist personnel in their job roles where necessary as instructed by the Chief Executive Officer
- Cover for personnel during holidays and sickness.
- The company reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the Company's business.
Skills
- Fast & accurate typing skills
- Pro-active attitude.
- Qualified to at least intermediate level in the use of all Microsoft Office Applications.
- Attention to detail and good telephone manner essential.
- Ability to work under pressure and use own initiative.
- Must be flexible and willing to cover in the event of holidays, sickness and when one or more of employees are out on business, should this be required. Prior notice will be given.
- The Company reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the Company's business.
- There may be a requirement for occasional travel and overnight stays as part of the job role.