Office Administrator

AMBA & BGA is currently recruiting for an Office Administrator to provide general office administrative support to help maintain the smooth running of the organisation. This role will take responsibility for various office functions, managing day-to-day office suppliers and be first point of contact for all general office assistance, including reception duties.

Job Title:

 

Office Administrator

 

Reporting to:

 

Executive Assistant to the CEO

 

Department

 

Central Services

 

Job Purpose Summary:

 

Undertaking general office administrative support to help maintain the smooth running of the organisation, by taking responsibility for various office functions. To manage day-to-day office suppliers and be first point of contact for all general office assistance.

 

 

Key Responsibilities and Accountabilities: Office Assistance & Administration

Oversee the general needs within the office which include (but are not limited to):

  • Reception service (office main phone line and greeting all visitors)
  • Ordering of office/kitchen consumables
  • Liaise with cleaners to ensure service levels are maintained
  • Ensuring office is looked after and good upkeep is maintained
  • Distributing staff office keys and alarm fobs, ensuring accurate records maintained
  • Liaising with all office suppliers to ensure contact details are up to date and escalating any service level issues
  • Preparing purchase orders for Finance department for regular and one-off office suppliers
  • Dealing with any post (incoming and outgoing) as required
  • Main contact for liaising with couriers
  • Liaising with Head of IT to ensure photocopying and printing consumables are fully stocked
  • Supporting Board Meeting logistics; ordering lunch from external caterers, arranging any Trustee accommodation as required and keeping record of papers distributed by Company Secretary
  • Provide ongoing support to EA to CEO as and when needed, including arranging visas for the CEO.

HR Support

  • Supporting HR Manager with on-boarding process for new joiners (issuing starter paperwork and photocopying right to work documentation, academic certificates etc)
  • Collating, maintaining and filing records of all staff annual leave, sickness and other absence
  • Support HR Manager to ensure up to date staff personnel files are maintained (hard copy and e-copy)
  • Destroying at the correct time company’s historical staff files – keeping record of destroyed files in line with data protection regulations

Health and Safety

  • Ensure health & safety is upheld within the organisation, including arranging annual PAT testing and other compliance issues
  • Maintaining a clean, tidy and safe office working environment including all equipment and facilities in the mailroom, comms room, stock room, kitchen and reception
  • Carrying out desk assessments and fire safety briefing with all new staff and following through on any relevant action steps
  • Ensure fire assessments and all related tests are conducted when needed and documented accordingly
  • Keep record of Fire Marshals and First Aiders and ensure AMBA & BGA have sufficient number of trained staff members, arranging the training where required
  • Carrying out any other appropriate duties as and when the business requires

Additional duties:

This role will be required to provide temporary administrative support to the Events Manager, assisting in delivering the events logistics for our global events schedule.

 

Qualifications, Skills and Experience:

 

  • Strong multidisciplinary administration skills, with excellent written and verbal communication
  • Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook), knowledge of CRM systems/events platforms would be useful
  • Data protection awareness with ability to handle sensitive and confidential information with complete discretion
  • Strong customer experience with excellent interpersonal and relationship building skills
  • Ideally First Aid and/or Fire Marshal trained
  • Experience of being able to multitask and prioritise and manage time effectively
  • Meticulous attention to detail

 

Key Competencies:

 

  • Effective communication at all levels of the organisation
  • Well organised and able to prioritise own workload, using initiative when required
  • Highly proactive and helpful with a positive ‘can-do’ attitude
  • Strong team worker
  • A confident and professional approach

 

Location:

 

25 Hosier Lane, London, EC1A 9LQ

 

Hours of Work:

 

 

35 hours per week (the postholder may be required to work some evenings and weekends to fulfil the requirements of the role, for example if attending events internationally or nationally as required)

 

 

Salary:

 

Competitive, plus AMBA & BGA benefits

 

Date Prepared:

 

February 2022

 

To apply, please send your CV and covering letter to recruitment@associationofmbas.com.

Due to the volume of our applications, we will only reply to successful candidates. We would like to thank you for your interest in AMBA & BGA.

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