Office Administrator

Salary £26000 per year / 40 hours per week. Location: Salisbury.

Purpose of the Position –  To be responsible for the organisation and coordination of office operations and procedures whilst providing efficient and effective administration support to the operations team.

Daily Tasks

• Answering the telephone, taking messages and directing calls to the appropriate person.
• Liaising with all members of the management team and staff as required.
• Meet and greet visitors to the office.
• Managing the office diary to ensure smooth and efficient day to day running.
• Book meeting and training rooms as required.
• Dealing with incoming and outgoing mail.
• Emailing, typing letters and contracts as required.
• Responsible for handling incoming and outgoing petty cash for office expenses and some services as required. Ensuring receipts are obtained for all transactions, making accurate entries and balancing at the end of each month.
• Acting as note taker for meetings as required.
• Monitoring and ordering of stationery, PPE, office and first aid supplies and ensuring adequate availability of all items at all times.
• Responsible for regular monitoring of job vacancies on indeed, managing applications on a daily basis and refreshing adverts weekly.
• Processing new starters, sending out and collating all necessary paperwork and documents.
• Requesting references and carrying out Disclosure and Barring Services (DBS)
  checks.
• Creating staff personnel files and ensuring these are kept accurate and up to date for all staff.
• Issuing ID cards to new staff.
• Issuing contracts, probation letters, staff handbooks and policies and procedures to new staff.
• Filing and recording staff records, including supervision, competency and training certificates as required.
• Complete regular file audits and follow up any missing paperwork.
• Ensure DVLA checks are completed for staff who drive people’s vehicles for iDirect and are re-checked on a regular basis.
• Ensure MOT and car insurance documents where applicable are current and up to date.
• Ensure regular checks on expiration dates for DBS, RTW, passports and drivers licence, to ensure renewals are carried out in a timely manner.
• Preparing recording books for each service including, creating, printing and binding before the start of each new month.
• Responsible for collating and scanning weekly expenses sheets and receipts for some services each month.
• Assisting with the sending out of internal Company communications.
• Taking an active part in the general upkeep of the office environment, making sure office supplies are replenished for the week (taking into account training and meetings for the week).
• Ad hoc tasks as they arise.

 

REPORTS TO:

Senior Administrator & Quality & Compliance Manager

ACCOUNTABLE TO:

Founder and Head of Operations

HOURS:

40 hours per week

This job description is not exhaustive and should be taken only as a general
outline of the duties of the post holder. It may be reviewed and varied
periodically with due notice