Job Description
| Job title: | Office Administrator |
Accountable to:
HR Advisor
Job Purpose
General administrative support to Head Office. You will also be first point of contact for visitors and general enquiries via telephone or email.
Key Responsibilities and Objectives
Office duties:
Answering the telephone, dealing with initial enquiries, transferring calls or taking messages as required.
Meet and greet of internal and external visitors to the site ensuring a positive experience of Freeways.
Internal and external conferencing support – including taking bookings and managing enquiries.
• Administration support for internal training and conferences.
• Manage online databases for IT and Maintenance Support.
• Ordering office supplies.
• Maintaining office equipment lists and agreements.
• To ensure Freeways contact lists are up to date.
• To support with the administration of documents on the intranet, website and social media updates.
• Deal with internal and external mail.
• Supervise Head Office cleaners.
• Act as Fire Warden as required and lead on the weekly and monthly fire alarm checks.
Admin Support:
• Administrative support for HR, Finance and Senior Management as required.
• Note taking at meetings as required.
• Manage shared email inboxes.
• Collate transport information for head office.
• Support with the Asset Register.
• Manage employee ID badges.
Health and safety responsibilities:
Under the provisions contained in the Health and Safety at Work Act 1974, it is the duty of every employee to:
Take reasonable care of themselves and others at work
To co-operate with Freeways and Freeways Trust as far as is necessary to enable them to carry out their legal duty.
• Not to intentionally or recklessly interfere with anything provided including personal protective equipment for health and safety or welfare at work.
Equal opportunities:
Freeways is committed to anti-discriminatory policies and practices and it is essential that the post holder is willing to make a positive contribution to their promotion and implementation.
This job description only contains the main duties relating to this post and does not describe in detail all the tasks required to carry them out.
Post holders may be asked to undertake any task commensurate with their pay grade.
All job descriptions will be subject to review as appropriate and may be altered in line with the requirements of the post. Any proposed changes will be discussed with the post holder prior to change.
Person Specification – Office Administrator
Shortlisting will be based on the criteria listed below, which are derived from the Job Description. Applicants should therefore explain in their application how they think they meet each criterion using relevant examples from previous work experience and community/voluntary/leisure activities, as appropriate.
| Requirement | Essential | Desirable | Assessment |
| Knowledge /Qualifications Good general education to at least GCSE level or equivalent (Maths and English level 3). | E | Application | |
| Knowledge of the importance of confidentiality | E | Interview | |
| Experience Previous customer service experience | E | Application / Interview: | |
| Demonstrated previous administration experience | E | D | Application/ |
| Previous HR and/or Finance administration experience Experience of Microsoft Office (Word, Excel, | |||
| Outlook). Skills and Abilities | E | ||
| Good IT skills | E | Interview: | |
| Excellent customer service skills | E | ||
| Excellent communication skills | E | ||
| Good organisation and time management skills with the ability to prioritise multiple tasks Shares Freeways values | E E |