Office Administrator

Purpose of the Role The Administrator provides essential support across the organisation by maintaining accurate records, supporting compliance, coordinating communication, and ensuring efficient daily operations across the organisation.

Key Responsibilities 1. Records & Compliance (H&S, Training, Equipment) Maintain and update relevant staff records, including training logs, H&S documentation, equipment registers. Ensure relevant certificates, training dates, and compliance documents remain up to date. Organise appropriate and timely delivery of IT, phone and other equipment as required and in liaison with relevant suppliers as appropriate. Provide staff IDs, access cards and keys as required.

2. Database, SharePoint & Digital Filing Management Maintain relevant organisational databases and digital filing systems. Manage SharePoint folders and ensure documents are stored, updated and accessible. Support staff with document retrieval and information management.
3. Finance Administration Review and submit invoices for approval and maintain records of purchases on credit and debit cards and submit on a timely basis for processing. Liaise with the Finance Team to resolve queries and ensure timely payments. Maintain accurate administration logs.
4. Office Supplies & Stock Coordination Monitor stock levels for both sites and reorder supplies when required. Maintain records of stock usage and deliveries.
5. Internal Communications Prepare and distribute internal staff updates as appropriate – ideally in liaison with the communications team unless urgent. Support organisational communications and notices where needed.
6. Event Planning & Administration Maintain logs for events and support planning documentation. Assist with scheduling, preparation and administrative tasks for events and meetings.
7. Facilities and Property (including Health & Safety & Fire Compliance Records) Maintain and update organisational and building H&S records, including fire safety certificates and compliance documents. Organise building maintenance as required. Monitor outstanding actions and ensure timely updates. Be a qualified first aider on site. Book H&S-related training and track attendance. Support coordination of fire alarm testing, fire drills and related documentation.

Support with reception duties as required.
8. Project Administration & Reporting Support Assist teams with project documents, data collection and reporting processes as required. Maintain project logs and support updates to reporting templates as required.
9. Phone & Admin Inbox Management Monitor admin and info inboxes, responding to or redirecting queries appropriately. Answer incoming calls and provide first-line administrative support.

About You:

Required Qualifications IT qualification or demonstrable competence in Microsoft Office and digital systems Willingness to undertake relevant training, including Health & Safety, safeguarding, and first aid Required Skills and experience Proven experience in an administrative or office support role Strong organisational skills with the ability to manage multiple tasks and deadlines Experience maintaining accurate records, logs, and compliance documentation Experience using Microsoft Office (Outlook, Word, Excel, Teams) Experience using SharePoint or similar document management systems Confidence managing databases, digital filing systems, and information retrieval Clear and professional written and verbal communication skills Ability to liaise effectively with staff, suppliers, and external stakeholders Experience handling sensitive or confidential information appropriately Experience processing records, and basic financial administration Ability to work accurately with information and maintain clear audit trails Experience supporting Health & Safety or facilities-related administration Experience coordinating, equipment, or property maintenance Willingness to act as a site first aider (training provided if required) Required Knowledge Understanding of administrative best practice within an office or charity setting Awareness of data protection and confidentiality requirements (e.g. GDPR principles)…