The Office Administrator plays a central role in ensuring the smooth, safe, and efficient day‑to‑day operation of the Harwell office. This broad, hands‑on role combines responsibilities across office administration, reception, and facilities coordination. The position sits at the heart of the office environment, acting as a key point of contact for employees, visitors, and service providers. You will take ownership of maintaining a professional, compliant, and well‑functioning workplace, enabling staff to focus on their core work. This role requires a highly organised and proactive individual who can manage a varied workload, respond to changing priorities, and continuously improve office systems and processes.
Front‑of‑House & Visitor Management
* Act as front‑of‑house, welcoming visitors and providing a professional first impression of the office.
* Manage incoming and outgoing post, deliveries, and courier services.
* Coordinate meeting rooms, including bookings, AV setup, and catering arrangements.
* Maintain office supplies, ensuring availability of stationery, kitchen items, and consumables.
* Ensure the office remains tidy, organised, and presentable at all times.
* Manage incoming communications (email, phone, Teams), triaging and responding where appropriate.
* Support staff with day‑to‑day administrative requests.
* Maintain office records, systems, and documentation to support efficient operations.
Facilities & Office Operations
* Act as the primary point of contact for office and facilities‑related issues.
* Provide administrative support to the Laboratory Services Manager for the laboratory facilities at Harwell and Culham.
* Liaise with landlords, building management, and service providers to resolve issues promptly.
* Coordinate contractors on‑site (office only), ensuring compliance with EHSSS (Environment, Health, Safety, Security, Sustainability) requirements, risk assessments, method statements, and permits.
* Plan and oversee scheduled and reactive maintenance activities, tracking actions through to completion.
Health, Safety, Security & Compliance
o Support compliance with EHSSS and company policies and procedures.
o Coordinate fire warden and first aider training, ensuring appropriate coverage.
o Ensure first aid kits, emergency equipment, and safety systems are regularly checked and maintained.
o Maintain accurate and up‑to‑date records (risk assessments, COSHH, safety documentation).
o Support internal and external audits (EHSSS, quality, information security), tracking actions to completion.
o Assist with incident reporting, EHSSS observations, and follow‑up actions.
o Support business continuity and emergency preparedness activities where required.
Office Coordination & Support
o Manage visitor access, building inductions, and security processes.
o Support onboarding of new starters, including inductions and access arrangements.
o Coordinate internal communications, office updates, and notices.
o Organise meetings, events, and social activities.
o Support time recording processes and general business administration.
o Act as a key support interface for functions such as HR, EHSSS, IT, and Security.
Key Behaviours
o Ownership – Take responsibility for the office environment and see tasks through to completion.
o Proactivity – Anticipate issues and take action before they arise.
o Attention to Detail – Maintain high standards and accuracy.
o Service Focus – Create a positive and supportive experience for staff and visitors.
o Collaboration – Build effective working relationships across teams and with external providers.
Qualifications
o Proficient in Microsoft Office (Outlook, Teams, Word, Excel).
o Strong organisational and time‑management skills, with the ability to prioritise competing demands.
o Proactive and flexible approach, with a willingness to take ownership.
o High attention to detail and commitment to quality.
o Strong written and verbal communication skills, with the ability to engage stakeholders at all levels.
o Ability to work independently and respond effectively to change.
o Experience in office administration, facilities coordination, or a similar operational role.
o Basic understanding of EHSSS in an office environment (desirable).
Benefits
o Health, dental, and vision insurance.
o Paid time off and holidays.
o Retirement benefits (including 401(k) matching).
o Educational reimbursement.
o Parental leave.
o Employee stock purchase plan.
o Tax‑saving options.
o Disability and life insurance.
o Pet insurance.
This role is critical to maintaining a safe, compliant, and efficient workplace. The Office Administrator ensures the smooth running of the Harwell office, providing a positive experience for employees and visitors alike.
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