[ref. m81633601] Office Administrator

We’re seeking a proactive, willing, agile & organized Office Administrator to fully support daily office operations & senior management in a global scientific organisation based in unique city centre Chester offices. Though the role may look big, it’s a small office team of 25 very self-sufficient employees & it’s more about being consistently organised to keep on top of regular, small administrative tasks.

About the Employer

A rare chance to join a scientific organization dedicated to promoting study & application of their science. Working closely with scientists, academic institutions & research organizations worldwide this employer publishes respected scientific journals, organizes international conferences & collaborates with industry professionals, scientific societies & government bodies to advance research & innovation.

A true Office Administrator team support role. With the small number of employees although the operation works globally - an ambitious candidate may find promotion prospects limiting, but someone who excels in being a capable & agile Administrator (at any level as long as some background & team fit synergy) will very much excel in it.

Key Office Administrator Responsibilities:

1. Document Management: filing & keeping track of legal documents & contracts, taking minutes of meeting & proofreading & edit documents to ensure clarity and professionalism.
2. Written Correspondence: Drafting correspondence on behalf of the Executive Committee & the CEO regarding union business & distributing HR-related correspondence, including those concerning staff pay raises & other employment matters, ensuring confidentiality & professionalism.
3. Scheduling & Calendar Management: scheduling & coordinate meetings, liaising with internal & external stakeholders & managing the executive calendar.
4. Union Committee Tracking & Payments: Maintain accurate records of union committees, expenses & payments.
5. Website Maintenance: Updating as required with new information, announcements & other content.
6. Exhibitor Contracts & Conference Registrations: Handle exhibitor contracts & registrations for upcoming conferences, coordinating logistics, documentation & payments.
7. Office Administration: Managing office supplies, coordinating maintenance contractors & handling hospitality for meetings. This role offers the opportunity to gradually take on more office management duties, including working with contractors (e.g., fire safety, electrical, gas testing) & managing post, deliveries, and supplies.
8. Invoicing & Accounts Support Complete invoices for services and goods, ensuring all details are correct & scanning of bills & receipts & forwarding to Accounts.
9. Travel & Accommodation Arrangements: planning & coordination of travel arrangements (transportation & hotels) for staff & guests, ensuring all plans align with budgets.

Skills & Qualifications:

• Proven experience as an Office Administrator (ideally with similar duties & exposure to some of the above).
• Proficient in MS Office (Word, Excel, PowerPoint) & ideally basic CMS / website maintenance (not essential).
• Strong organizational and multitasking skills.
• Excellent written & verbal communication skills & a high attention to detail & accuracy, especially when managing HR correspondence & financial records.
• Ability to work independently & handle confidential information with discretion.
• Strong problem-solving skills & attention to detail.
• Experience in handling event management & registrations is a plus.

Preferred:

• Experience interacting with international stakeholders
• Willingness to take on additional office management responsibilities over time.

This role will suit a flexible, warm & efficient candidate with a wide range of office administration support skills + similar administration experience. You need to have a bright & capable attitude & come with fresh eyes & skills that can add to the role & the team & show a willingness to grow with the role.

It would suit someone possibly from an Office Administrator background in science, academia or publishing & though not limiting it to that, a candidate from a multi layered corporate background may not find it a good fit.

Working Hours: Full-time position at 36.5 hours per week. Start 8:30am & office based. There is some flexibility for a circa school time finish but 5 days a week & start time are core, non-negotiable hours.

Salary: £27,000 to £29,000 & we could go slightly higher for a candidate with a strong match background & fit apply. (Salary pro rata if less than full time)

Excellent Benefits: Health insurance, very attractive pension scheme, 28 days holiday excluding bank holidays.