Office Administrator / Receptionist

Overview

This position is responsible for carrying out all aspects of office administration, meeting activities, communication and travel arrangements for company personnel. This post also supports administration within the wider company, in particular the HR and Commercial teams. The post requires exceptional customer service to both internal and external customers with the aim of constantly increasing levels of service within company guidelines.

Responsibilities

Office Administration

To be responsible for the smooth running of the office administration and reception duties which include:

Acting as primary point of contact, dealing with internal and external affiliates in a professional and courteous manner, including:

• Greeting visitors and arranging WIFI access/transport/accommodation as required

• Organise internal customer visits and training sessions including logistics such as hotels and refreshments

• Directing incoming calls

General office duties:

• Keeping the office tidy and preparing meeting rooms for the day

• Ordering and distribution of kitchen, stationery and meeting refreshments

• Handling and distributing post and other deliveries in a timely manner

• Update the monthly Tea Spot company presentation

Commercial Support 

• Support the Global Product Management team and be a main point of contact for all new and existing technical documents for our customers. Managing the transactional side of approvals through our internal Quality Management System.

• Maintain vendor-supplied user manuals, service processes and guides inventory. This is to ensure we’re always using current vendor-supplied documentation.

• Update and maintain the Global Commercial SharePoint site.

• Support sales and marketing teams as necessary with administration needs.  

Office Health & Safety

• Updating H&S employee communications i.e. notice boards and emergency contact lists

• Managing and maintaining the electronic sign in system in UK

• Organisation and management of health and safety related courses for all UK based employees, such as fire awareness, first aider and mental health first aider

• Administration of the HepB clinics, working with HR to identify applicable employees and organise their course of treatment

• Provide DSE assessments to all new employees and work with HR and facilities to identify and resolve any required adjustments

Executive Assistant Support

To provide support to the Executive Assistant as necessary (during long periods of annual leave or high levels of workload) which includes:

• Organise travel arrangements for the Oxford senior management team including: hotel and flight bookings, airport transfers and visa applications

• Assisting with large scale meetings as required

• Arrange in-house catering for senior management team meetings

Other Support

• Join the company Social Club committee and help coordinate committee meetings, social Club events and keep the social club SharePoint page up-to-date

• Internal SharePoint updates including monthly newsletters

Wider Company Administration Support eg:

• Provide daily support to the Laboratory Operations team reviewing data input

• Assist with Notarization, Apostille and Legalization process for depts. as required.

• Organise travel arrangements for UK employees (excluding VP and above), which includes airport transfers and visa applications

• Other related administrative support to other departments within the company as needed, primarily HR

Qualifications

Technical skills and abilities

• Experience in similar role

• Good working knowledge of Word, Excel and PowerPoint

• Good command of spoken and written English

• Knowledge of Microsoft SharePoint

• Understanding of Quality language and processes

• Excellent attention to detail

• Variety of work experience would be beneficial

• Full driving license and have access to own vehicle

Emotional skills and abilities

• Confident and professional telephone manner with excellent customer service skills

• Proven capability in working effectively and in applying initiative

• Problem solving mentality

• Proactivity in identifying and investigation of issues and presenting potential solutions

• Ability to work with minimal supervision

• Team-work mentality