Office Coordinator - Part-Time

Reporting to: Admin Partner

Job Purpose:

To manage the office administration in the Sheffield office, ensuring that the front of house service meets our professional high standards in terms of customer experience.

To be first port of call for departmental issues and to help manage the distribution of work amongst the Secretaries.

To supervise, support, and line manage the Junior Secretary.

Key responsibilities:

Reception:

  • Managing the Junior Secretary to ensure a professional front of house service, assisting with the organisation of the meeting room refreshments and food for internal and external meetings along with Video Conference and IT queries
  • Receiving visitors into our waiting area greeting/welcoming, directing and announcing them appropriately
  • Answering, screening and forwarding incoming phone calls in a professional manner, taking messages when required and emailing to the relevant person

HR:

  • Attendance Management - advising of cover in the department on a daily
    basis, coordinating workloads across the secretaries, ensuring self-certification forms are completed following sickness absence and conducting return to work interviews (liaising with HR where necessary)
  • Liaising with secretaries directly regarding all departmental/ personal issues
    and also with the Admin partner in the first instance with regard to any
    secretarial issues
  • Supporting the recruitment process with coordination of interview arrangements, and being first point of contact to settle in new staff.Liaising with appropriate departments with regard to inductions/IT/equipment etc.
  • First port of call for workstation queries – handling issues with seating/lighting and comfort. Requesting work station assessments when required
  • Being first point of contact for new starters for introductions and tours of the office highlighting health and safety policies/procedures
  • Planning and delivering training - including inductions for your team

Event Coordination:

  • Primary responsibility, through line management of the Junior Secretary, for arranging refreshments for client meetings, organising catering for events and refreshments generally, e.g. for board meetings
  • Event coordination, including organising catering, response tracking, joining instruction mail-outs, badge and pack creation, hosting, diary booking, feedback collation, aggregation and scanning
  • Coordinating Marketing events - preparing presentations, event preparations and to be on hand to meet and greet attendees

Facilities Management:

  • Maintenance of office supplies, checking stock and making the required orders when necessary
  • Organise and ensure routine testing and maintenance is complete; fire alarms, emergency lighting
  • Deal with various H&S requirements including first aid and fire safety
  • Facilities management, controlling and managing all incoming and outgoing stock and costings
  • Attend meetings and liaise with building management
  • Undertake supplier reviews, ensuring a cost efficient service

Team Leader:

  • Liaising with secretaries directly regarding all departmental/ personal issues and also with the Admin partner in the first instance with regard to any issues
  • Organising workload and setting targets and deadlines for the Junior Secretary, ensuring that available time is allocated to relevant teams
  • Making sure that the correct cover is provided when a team member is on holiday and a hand over is in place e.g. reception rotas
  • Advise and ensure there is adequate cover for secretaries in the event of unexpected absence or sickness

Other:

  • Completing monthly admin Expenses
  • General office support in ordering specific stationary and planning office staff functions such as end of year drinks and Christmas party
  • Binding, laminating and copying
  • Assisting with archiving legal documents
  • Assisting with BD events; booking travel; flights; restaurants etc.

Person specification:

  • Supervisory skills and experience of managing a team/individual is essential
  • Previous customer service experience is essential
  • Knowledge of HR processes and procedures would be an advantage
  • Proven ability to deal discreetly with HR issues
  • A flexible approach and can-do willing attitude
  • Professionally presented
  • Exceptional telephone manner
  • Effective communication skills with staff of all levels and clients, recognising the need to be discreet where appropriate
  • A team player with a proactive approach to work and the ability to think on one's feet
  • Strong organisational skills with the ability to prioritise work and manage time effectively, including excellent multi-tasking and forward planning skills
  • Good general IT literacy and the ability to learn new systems
  • Thorough attention to detail

Hours and Basis:

This is a part time, permanent position.We are looking for someone to work 25 hours per week, 10am to 4pm, Monday to Friday. There is some flexibility on hours, however it is essential that the appointee is available 5 days per week.