Office Administrator
Reports to: Partner/Senior Administrator
Location: Potters Bar
Introduction:
Faithorn Farrell Timms is an award-winning multi-disciplinary practice. We have established ourselves as market leaders in the social housing sector and wider public sectors providing outstanding services to our clients. Our commitment to excellence, innovation and client satisfaction has positioned us as a trusted partner.
Role Overview:
You will be a key member of the Potters Bar team ensuring the smooth and efficient operation of the office.
Key Responsibilities:
• Administrative Support: act as first point of contact answering and filtering calls; typing including dictation of correspondence, reports, minutes; preparation and issue of documents; updating spreadsheets; organising and storing documents electronically; maintaining contact lists; sub-consultant invoice approval process
• Project support: making outbound telephone calls to book appointments for the surveying team and answering residents’ queries
• Data entry: updating records and databases
• Diary Management: ensuring Outlook calendars are up to-date
• Health & Safety: conduct a monthly visual electrical inspection
• Office Supplies: managing inventory of office supplies, including stationery and multimedia equipment to ensure smooth office operations
• Suppliers: oversee third party contractors for the office including cleaners and electricians
• Quality Assurance: amending and formatting documents whilst undertaking quality checks to ensure that all documentation is consistent, up-to-date and complies with the Practice administrative standards and style guide. This may include correspondence and documents and maintain spreadsheets and databases.
• Miscellaneous tasks: providing any other support required by the team
The above is not an exhaustive list of duties and you will be expected to perform different tasks within the organisation, in line with the overall business objectives of the Practice.
Skills
• Proficient with Microsoft suite
• Presentable and articulate communicator
• Previous administration and customer service experience
• Ability to work under own initiative
• High attention to detail
Key Competencies
Accuracy: high attention to detail
Analytical: gather data, interrogation and analysis of results
Collaborative: ability to work as part of a cohesive team
Communication: effective communication skills and adept at building relationships
Customer service: takes a customer orientated approach to delivering projects
Decision making: ability to work autonomously and prioritise own workload and highlight issues as appropriate
Organised: ability to multi task and prioritise changing demands
Proactive: ability to look ahead and identify appropriate next steps
