Office Administrator (temporary, maternity cover, 12-14 months), Cambridge

Application Deadline: 
21 Sep 2018
This diverse administrative role will cover a wide range of responsibilities: from acting as the first point of contact, to dealing with travel arrangements and providing support to our consultants. 

Job title: Office Administrator (maternity cover)

Duration: 12 – 14 months, with the possibility of extension

Working hours: 9am to 5.30pm (or 8.30am to 5pm) Mondays to Fridays (37.5 hours per week)

Location: The Biodiversity Consultancy (TBC) Ltd, 3E King’s Parade, Cambridge. CB2 1SJ

Line manager: Office Manager

Team: Business Support (administration, communications and marketing, HR and finance)

Salary: £18,000 - £22,000 per annum

Key roles and responsibilities

1.     Administrative support and general assistance

·         Arranging and setting up team meetings: managing the agendas, delegating a chair, and taking notes/minutes

·         Providing administrative support and general assistance to the director and the consultants including: reformatting documents and other administrative support as required

·         Managing and filing annual leave and sickness absence forms

·         Assisting the Director in an Executive Assistant capacity with tasks such as diary management, arranging travel and meetings etc

·         Assisting the HR and Communications Manager as required, e.g. with arranging candidate interviews.

·         Managing the TBC office facilities and ensuring that staff and freelance consultants have the resources they need

·         Electronic and paper filing as required

·         Supporting the Office Manager with reviewing and updating TBC’s administrative procedures, HSE policy etc

·         Supporting the consultants and director with client relationships and liaising professionally with clients

·         Leading our yearly carbon offset monitoring, calculation and donation.

2.     Invoicing and accounting

·         Assisting staff with on-going use of accounting and timesheet software as required

·         Running project tracking reports as required by managers and consultants

·         Assisting with payroll when needed.

·         Entering, following up and reconciling staff expenses and credit card payments.

·         Assisting with credit control as necessary.

3.     Travel

·         Making travel arrangements for consultants with complicated, changeable itineraries

·         Obtaining visas for consultants, often many at one time

·         Managing the monthly travel reports to track our CO2 emissions.

4.     Events

·         Arranging off site meetings, training and other events as required

·         Providing logistical support and arrangements for the annual retreat (week-long staff strategy and communication event)

·         Organising social events

·         Organising catering and other requirements for events, following TBC’s green policy at all times

·         Overseeing the use of the entertainments fund.

5.     IT

·         Acting as the port of call for any IT issues in the office

·         Supporting the Office Manager to trouble-shoot IT issues, with the support of our IT company.

This diverse administrative role will cover a wide range of responsibilities: from acting as the first point of contact, to dealing with travel arrangements and providing support to our consultants.