Office Assistant

Full Time
Office Assistant

Purpose and Scope

The Office Assistant contributes to developing Symbiosis’ mutually beneficial relationships by:

Providing administration support to the management team and wider company ensuring the organisational effectiveness and efficiency of Symbiosis

Carrying out reception duties as required

Key Accountabilities

• Receive and welcome all visitors in a welcoming and courteous manner
• Administer and control staff, temporary, visitor and contractor passes
• Liaise with hosts regarding the arrival of visitors and prepare visitor badges in advance
• Manage the door security system, providing information to management when required
• Answer, screen and forward any incoming calls while providing information when needed
• Monitor and control booking of meeting rooms
• Service meeting rooms as required for meeting throughout the day
• Support the wider team with booking of travel and meeting arrangements when required
• Receive and sort daily mail
• Support the wider company by liaising with external IT experts to ensure delivery of the right solutions
• Manage the stationery supplies for the company
• Provide support to our managers and employees, assisting in daily office needs and supporting our company’s general administrative activities
• Support the Office Manager and the Director of Administration & Human Resources with any other related tasks as and when required

Managing Organisational Relationships
• Attend and participate in regular staff meetings, as necessary
• Participate in regular 1-2-1s with Office Manager, ensuring any necessary paperwork is completed accurately and on time
• Ensure completion of performance management documentation, accurately and on time
• Take control of own personal development and participate in any training identified either by the Director of Administration & Human Resources, Office Manager or self
• Regularly review and update all procedure notes to ensure they are fit for purpose
• Create procedure notes for any processes not currently documented, ensuring they are fit for purpose
• Participate in cross training with other team members to ensure all necessary tasks can be covered during annual leave and any other absences

Person Specification

• Minimum 5 National 5’s including Maths and English and 2 Highers including English or equivalent

• IT skills – Microsoft packages
• Customer service-oriented experience
• Previous experience in this type of role

• Effective communication skills
• Flexible and adaptive team player
• Ability to perform multiple tasks effectively in a busy environment
• Effective planning and organisational skills

If you would like to apply for this role, please send you CV and cover letter, detailing your salary requirements.
37.5 hours per week, Monday to Friday, 9am to 5pm

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