Office Administrator (Part-Time)
Location: Leeds, West Yorkshire
Salary: £15,000 per annum (based on £28,125 Full time equivalent salary)
Hours: 20 hours per week
Job Type: Permanent, Part-time
We are looking for an organised and proactive Office Administrator to join our team!
Based at our Head Office in Leeds, you will play an important role in keeping the office running smoothly, safely and efficiently. From managing deliveries and office facilities through to supporting health & safety, social events and general administration, you will be the go-to person for a wide range of day-to-day office requirements.
This is a varied, hands-on role that would suit someone who is organised, approachable and enjoys making sure everything is taken care of.
The role is 20 hours per week, with the working pattern to be agreed.
Duties and Responsibilities
Deliveries, Post and Parcels
- Receive, check and sign for incoming deliveries, ensuring they are logged and passed to the relevant colleague
- Prepare, package and send outgoing parcels and post, including uniforms, equipment and documents to sites and field teams
- Book couriers, generate labels and track consignments, following up on any delays or failed deliveries
- Keep the post and delivery area organised
- Maintain accurate records of courier and postage costs
Social Committee and Events
- Support the coordination of the office social committee, including organising meetings and maintaining an annual events calendar
- Arrange food, drinks, decorations, gifts and other supplies for office events within agreed budgets
- Raise purchase orders where required
- Arrange cards and gifts for colleague milestones, including birthdays, long service, leavers and new starters
Health & Safety
- Act as the day-to-day Health & Safety point of contact for the office, escalating any issues to the QSHE team where required
- Keep office Health & Safety records up to date, including fire alarm tests, fire drills, first aid kit checks and the accident book
- Support office risk assessments, DSE assessments and workplace inspections, tracking actions through to completion
- Ensure visitors sign in and out and receive the appropriate site safety briefing
- Provide new starters with an office Health & Safety induction, including fire exits, assembly points, first aid and reporting procedures
- Manage COSHH cupboards and ensure agreed processes are followed
Office Facilities
- Act as the first point of contact for building and maintenance issues, logging faults with landlords or contractors and following up until resolved
- Coordinate contractor visits, including cleaning, waste, maintenance, pest control and servicing
- Maintain relevant contractor documentation and certificates
- Order and manage office supplies, kitchen consumables and stationery, keeping stock levels and costs under control
- Manage desk set-up, keys, fobs and parking arrangements
- Ensure reception, kitchen and shared areas are clean, organised and ready for colleagues, visitors and clients
- Provide support to our other offices where required
General Administration
- Meet and greet visitors and answer the main office telephone when required
- Provide ad hoc administrative support to the wider team, including filing, data entry and diary support
- Process supplier invoices and receipts for office expenditure in line with Finance procedures
- Provide general support to ensure the smooth running of the Leeds Head Office
Qualifications and Skills
- Previous experience in an office administration, office coordination or similar role
- Highly organised with excellent attention to detail
- Able to manage multiple tasks and prioritise effectively
- A proactive approach with a practical, ‘can do’ attitude
- Good communication and interpersonal skills
- Confident dealing with colleagues, visitors, suppliers and contractors
- Comfortable working independently and taking ownership of day-to-day tasks
- Good working knowledge of Microsoft Office
- Experience of office facilities or Health & Safety administration would be advantageous
The successful candidate will receive:
- £15,000 salary
- 20 hours per week
- 20 days holiday plus bank holidays (pro rata)
- Pension Scheme
- Internal mentoring scheme
- Regular company events
Commitment to SBFM Values
Be a Good Person
We give people opportunities and embrace their inherent goodness. We are open minded and uphold integrity. We are respectful and considerate. We are kind and appreciative.
Play as a Team
Community and communication is everything. We remain inclusive within our company and with our clients. Together, we grow, retain, execute, and make an impact. We are one team.
Think Differently
We encourage a growth mindset, everything can be improved through effort. We love innovation and ideas. We are disruptors, and push boundaries for sustainable growth.
Make an Impact
It’s all about the ultimate goal. We exceed expectations and deliver results at pace. We challenge the norm and step out of our comfort zone, because at our core, we are passionate and love to win.