Office Administrator – 6-Month Contract

Location:                            Bicester - Oxfordshire 

Salary:                               Competitive – dependent on skills and experience

Hours:                                37.5 hours per week

Key Responsibilities

• Supply Chain Management
• Onboarding – issuing questionnaires to new contractors for matrix inclusion and verifying all supporting documentation
• Ongoing compliance – monitoring insurance, accreditations, and waste transfer licences
• Renewal questionnaires every two years (frequency to be confirmed)
• Ad-hoc compliance checks in response to legislative changes, e.g., Modern Slavery audits
• Management of waste transfer licences
• Annual reviews of sub-contractors and suppliers
• Requesting and verifying supplier bank details and payment terms
• Preparing TSSS meeting agendas and minutes
• Updating COSHH assessments in collaboration with PRB (external Health & Safety consultants)
• Updating risk assessments and method statements with PRB
• Maintaining monthly near miss logs and newsletters
• Ordering uniforms and personal protective equipment (PPE) for new starters
• Managing stationery supplies
• Coordinating annual gas analyser calibration and maintaining related logs
• Filing and digital archiving of waste transfer notes
• Administering annual customer satisfaction surveys via Survey Planet
• Maintaining the Plant Room documentation, including car lists, phone lists, policies, procedures, COSHH files, risk assessments, and method statements
• Managing incoming and outgoing post
• Supporting directors with administrative tasks such as community initiatives and office facilities
• Creating and managing the administrative rota
• Undertaking general ad hoc administrative duties as required

Essential Knowledge and Skills

• Excellent verbal and written communication skills, capable of engaging effectively with individuals at all organisational levels
• Strong organisational skills with the ability to manage multiple tasks, deadlines, and priorities efficiently
• Experience in document management, filing systems, and administrative workflows
• Proficiency in common office software, including word processing, spreadsheets, presentations, email, and calendar management
• Basic troubleshooting skills and familiarity with office equipment such as printers and scanners
• Ability to enter and maintain accurate data across various systems and databases
• Understanding of administrative support functions, including meeting coordination, report preparation, travel arrangements, and event assistance

Qualifications

• GCSEs – minimum grade C/4 in English and Mathematics

Personal Qualities and Attributes

• Demonstrable experience in office administration
• Effective communication skills, both written and verbal
• Proficient user of Microsoft Word, Excel, and Outlook
• Excellent organisational and interpersonal skills
• Self-motivated with the ability to work independently or collaboratively within a team