Job Summary
We are a friendly, multi-disciplinary practice offering architectural, planning, and urban design services, operating from an attractive Grade II Listed riverside premises in Abingdon, seeking a part-time admin assistant to provide maternity cover on a fixed-term contract from mid-October 2025 to October 2026.
The ideal candidate will be responsible for ensuring the smooth running of our office by providing essential administrative support to the team and directors. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.
Duties:
* Handling telephone calls, emails, and other communications
* Scheduling meetings, booking the meeting room, and managing Outlook calendars for the team
* Occasional typing from dictation
* Arranging travel – charging point locations, car parks etc
* Assisting with client visits and arranging catering if required
* Operating the door entry system and signing in visitors
* Reporting any premises/equipment maintenance issues and ensuring they are resolved as quickly as possible
* Reporting any IT issues to our external IT support company
* Attending weekly in-house sales meetings, updating the sales list spreadsheet, and chasing leads
* Assisting with the organization of company events, which include annual BBQ, building visit days, Christmas party, and monthly office lunches
* Induction of work experience placements
* Monitoring and responding to messages and voicemails
* Archiving of files for completed projects
* Monitoring Directors' mailboxes in their absence and ensuring any enquiries are dealt with efficiently
* Keeping the kitchen and meeting room tidy
* Keeping a check on stock and ordering office/stationery supplies as needed. Ensuring there is milk available daily and kitchen supplies are stocked up.
* Support with reports, presentations, and correspondence as required
* Regular liaison with the Practice Manager to ensure all tasks are covered
Qualifications:
* Proficiency in the Microsoft Office suite, including Word, Outlook, Teams, and Excel, with excellent formatting skills in Word.
* Exemplary attention to detail, spelling, and grammar
* Minimum 2 years' experience in a similar role
* Strong written and verbal communication skills and professional, friendly telephone manner
* Ability to prioritise and work to meet deadlines
* Enthusiastic and positive outlook
* A full driving license is desirable for occasional use of the office electric car
To apply, please submit a CV and supporting statement outlining how you meet the selection criteria by email to
Job Types: Part-time, Fixed term contract
Contract length: 11 months
Pay: £19,500.00 per year
Expected hours: 25 per week
Benefits:
* Additional leave
* Company pension
Work Location: In person