Purpose of Job
The main purpose of the Office Assistant is to complete office tasks and support the Company Secretary
Salary/Hours
£25,000 (pro-rata for 25 hours - c£16,666 per annum)
9.30am - 3.00pm Monday - Friday
Main Duties / Responsibilities
Help to ensure the smooth running of the company office in Croxley.
Acting as a ‘Host’ for any visitors to the office – answering the door, meeting and greeting visitors, and offering refreshment.
Answering general phone enquiries, taking messages and transferring calls.
Managing office supplies including kitchen and stationary items.
Distributing the post.
Supporting with the booking of train tickets and hotel bookings, plus refunds for train tickets.
Ordering food and refreshments for meetings and collecting the order if required, plus setting up for lunch.
Setting up and clearing of meeting rooms in the Croxley office.
Maintaining the social hub throughout the day including stacking, starting and emptying the dishwasher, keeping the coffee machine fully stocked, topping up tea bags, sugar, condiments, emptying the coffee machine waste, monitoring the Billi cannisters and milk as well as water the little pot plants, push stools/chairs back in/put salt and pepper away/refill, wipe down counter and bring rolls from other side and put in the cupboard every Friday.
Administrative support to the Heads of Department and Managers meetings, issuing agendas, taking minutes, and issuing actions.
Ordering and monitoring stationary including topping up paper in the printer and staples in in the stapler.
Willing and able to adapt, be flexible and undertake a wide range of tasks as instructed by Company Secretary and/or Senior Leadership Team (SLT).
General Responsibilities
Promote and adhere to all company policies and actively promote the business wherever possible.
Responsible for your own health and safety and that of your colleagues and others on the office premises in accordance with relevant health and safety legislation and the company Health & Safety Handbook.
Carry out tasks broadly similar to those in this job description.
Conduct yourself in a professional manner at all times, acting with integrity, impartiality and honesty at all times.
Endeavour to self-improve and develop.
Key Competencies
Professionalism, honesty, and integrity.
Trustworthy, apply confidentiality to tasks as and when required.
Able to work on own initiative and is self-motivated.
Ability to build and maintain strong working relationships internally and externally.
Customer focused with a good understanding of client needs and expectations.
Impartiality, calm under pressure
About You
Knowledge
Understanding of basic office administration procedures
Familiarity with standard office equipment
Basic knowledge of data protection and confidentiality principles
Awareness of health and safety in an office environment
Basic understanding of document handling and filing system
General skills / Attributes
Strong verbal and written communication skills
Strong interpersonal skills and ability to work well with others
IT, including Word and email.
Accuracy, and attention to detail
Ability to multi-task and manage changing priorities
Basic problem solving and initiative-taking skills
Reliable, punctual and trustworthy
Professional appearance and demeanour
Independent and adaptable/flexible
Experience
Prior experience as an office assistant or equivalent.
Qualification
Minimum educational qualification is GCSE’s including English and Maths.
Proficient in English (spoken and written)