Job Description:

Administrator - Part-Time
Administrator - Part-Time

The location of the role is Ashford.
The duration of the contract is 3 months.
The pay rate on offer is £17 per hour (via PAYE).
The role is 5 hours per day, Monday to Friday - either 8am - 1pm OR 9am - 2pm.

Key accountabilities of the role

• Manage the day-to-day operations of the reception area and switchboard, including welcoming visitors and transferring incoming calls quickly and efficiently.
• Manage the shared email inbox and associated requests.
• Arranging travel for staff as required, including hotel bookings, car hire, flights, ferries, Eurostar, Chauffeurs, and obtaining any other travel information required.
• Arranging visas and passports as required.
• Record and maintain biodata records for staff who travel of business in line with GDPR guidelines.
• Booking conference rooms and arranging refreshments for training and meetings as appropriate.
• Distribution of incoming post, ensuring it is stamped with a received date, and franking of all outgoing mail.
• Booking and recording of employee training, as directed by the HR Manager.
• Buying and maintaining of stock for meeting rooms and canteen supplies.
• Maintaining the Conference and Board rooms to a clean and tidy appearance, ensuring they are well stocked.
• Regular cleaning and upkeep of coffee machines, arranging servicing and call outs when required.
• Arranging eye tests for employees as required and issuing associated vouchers. Keeping records of vouchers issued and eye tests attended.
• Ordering of stationery office supplies.
• Carry out the fire alarm roll call when the fire alarm sounds and assist with testing as required
• Organise collections for any celebrations and keeping a log of date of births and flag any upcoming big birthdays.
• Present the reception / admin section of the induction for new starters.
• Carry out any other administration tasks, as directed by the HR Manager as required including (but not limited to) ordering business cards, drafting letters, collating information for flu vaccine vouchers and assisting with occupational health related site visits.

Key skills and experience

• Previous experience in an administrative, reception, office coordination or facilities support role.
• Strong organisational skills with the ability to manage multiple tasks, prioritise workloads and meet deadlines.
• Excellent attention to detail, particularly when maintaining records, arranging travel and handling confidential information.
• Confident communicator with strong written and verbal communication skills, able to interact professionally with employees, visitors and external suppliers.
• Experience managing shared inboxes, coordinating requests and providing general administrative support.
• Good IT skills, including confidence using Microsoft Office packages (Outlook, Word, Excel and Teams).
• Experience arranging travel, bookings, meetings or events would be beneficial.
• Ability to handle sensitive information appropriately and maintain confidentiality in line with GDPR requirements.
• Proactive and self-motivated approach, with the ability to work independently and use initiative.

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