Office Administrator

Are you organised, confident using Microsoft Office and looking for a varied administrative role where you can develop your skills?

We are looking for an Office Administrator to join our Head Office team and provide practical day-to-day administrative support across the organisation.

This is a basic administration role that could suit someone with previous office experience, someone returning to an office environment, or someone looking to begin a career in administration. Previous office experience is not essential, but you will need to be confident using Microsoft programmes, comfortable learning new systems and able to use your initiative to keep routine tasks moving.

You will work predominantly alongside our HR, Training and Finance teams, while also having regular contact with Directors, managers and colleagues working across our services.

You will play an important part in helping Head Office run smoothly by keeping records up to date, following up outstanding information, supporting recruitment and HR administration and assisting with the everyday organisation of the office.

What will you be doing?

Your responsibilities will include:

• Answering incoming telephone calls and directing enquiries appropriately
• Greeting visitors and helping with reception duties
• Scanning, filing, data entry and preparing documents
• Updating spreadsheets, trackers and monitoring systems
• Helping maintain employee and HR records
• Supporting recruitment and new starter administration
• Preparing interview packs, paperwork and induction documents
• Following up outstanding information with employees, candidates and managers
• Assisting with routine compliance and record monitoring
• Ordering and maintaining office supplies
• Preparing meeting and training rooms
• Helping prepare notices, forms and internal communications
• Supporting the employee newsletter using Canva
• Assisting the wider Head Office team with general administrative tasks and projects

You will be encouraged to take ownership of routine responsibilities and to notice when something is missing, overdue or needs following up rather than always waiting to be prompted.

You will also be expected to recognise when something falls outside your knowledge or authority and should be referred to a more senior colleague.

What are we looking for?

You do not need to have worked in an office before, but you will need to have good basic administrative and computer skills.

We are looking for someone who:

• Is confident using Microsoft Outlook, Word and Excel
• Has good general computer skills and can learn new systems
• Is organised and able to manage routine tasks effectively
• Has good attention to detail and takes pride in keeping records accurate
• Can use initiative and follow tasks through to completion
• Is friendly, approachable and professional
• Is confident communicating by telephone, email and face to face
• Can communicate clearly in writing
• Understands the importance of confidentiality
• Is reliable and conscientious
• Is comfortable asking for guidance when needed
• Can work independently as well as part of a team

Previous office, reception or administration experience would be helpful but is not essential.

What will you gain?

This role offers an opportunity to gain broad administrative experience within a busy Head Office environment.

You will work across a range of functions, including HR, recruitment, training, finance, compliance and general administration, giving you the opportunity to understand how different parts of an organisation work together.

For someone new to administration, there will be plenty of opportunity to develop your skills and confidence. Equally, the role may suit someone who already has administrative experience and is looking for a part-time role within a varied office environment.

About the Ark Project

Established in 2012, the Ark Project provides high-quality, person-centred support services across coastal West Sussex.

Our services include residential care for adults with learning disabilities, supported accommodation for young people aged 16-18 and specialist day centre provision for adults with learning disabilities and autistic spectrum conditions.

Behind our frontline services is a busy Head Office team that helps keep the organisation running smoothly. Our office functions support our staff, managers and services so they can concentrate on providing high-quality support to the people we work with.

Contract

This position is initially offered on a 6-month temporary contract. There may be the possibility of extending the role beyond the initial six months, although this cannot be guaranteed.

If you are organised, confident with computers, willing to learn and enjoy getting things done, we would love to hear from you.