Administration Officer

Job Purpose

The Administrative Officer provides comprehensive administrative and coordination support to the Manager, CEO, and wider department, ensuring smooth day\-to\-day operations. The role is responsible for maintaining accurate documentation and compliance records, managing calendars and meetings, supporting the CEO's diary and travel, assisting HR with compliance and recruitment administration, supporting operational projects and audits, and handling correspondence and reporting in a timely and professional manner.

Key Responsibilities

Documentation \& Records Management

• Maintain accurate and up\-to\-date documentation, ensuring all files, logs, and compliance records are properly managed and accessible.


• Organise and maintain admin records, both paper\-based and on the relevant system.


• Maintain organised filing systems (digital and physical) for operational, safety, and compliance records.


• Ensure version control and confidentiality of sensitive documents, restricting access in line with data protection policy.


• Regularly audit filing systems and archive or dispose of records in accordance with retention schedules.

• Oversee calendar management for the Manager and departmental meetings, ensuring efficient scheduling and minimal conflicts.


• Update internal databases and keep calendars up to date for SARR Management.


• Assist in diary management for the Management team.


• Coordinate and manage meetings, including preparing agendas, distributing minutes, and tracking follow\-up actions.


• Book meeting rooms, arrange video\-conferencing facilities, and organise catering or equipment as needed.


• Prepare and circulate meeting agendas in advance, liaising with attendees to confirm topics and priorities.


• Proactively flag and resolve scheduling conflicts, rearranging appointments where necessary.


• Assist in the evaluation of all Management team projects, meetings, and training seminars.

• Prepare documents to support the CEO as needed.


• Maintain incoming and outgoing post for the CEO.


• Assist in arranging the CEO's travel, events, and working week planner.


• Ensure the CEO has the relevant documents and information ready for meetings.


• Undertake any administrative tasks required to support the CEO.

• Support the planning and coordination of operational projects, compliance checks, and audits.


• Assist in the preparation of reports, presentations, and data summaries for management.


• Track project timelines, action logs, and deliverables, following up with stakeholders on outstanding items.


• Maintain audit trails and ensure documentation is inspection\-ready for internal and external auditors.


• Monitor compliance deadlines (licences, certifications, policy renewals) and flag upcoming expiries in advance.

• Assist HR with external partners (e.g. insurance vendors) and ensure legal compliance, including getting monthly invoices to Finance.


• Assist with authorisation of expense forms on a monthly basis.


• Assist HR to post job ads on careers pages and process incoming resumes.

• Create regular reports and presentations as needed for management.


• Prepare reports and presentations for internal and external communications.

• Manage correspondence, ensuring emails and communications are prioritised, responded to promptly, and escalated where appropriate.


• Manage the department's telephone and email inbox, addressing queries accordingly.


• Act as a point of contact between the Manager, department, and external stakeholders as required.


• Draft, proofread, and format letters, memos, and internal announcements on behalf of the Manager.


• Follow up with employees on outstanding action items, deadlines, and required documentation from meetings.


• Screen and direct incoming calls and visitors, handling enquiries professionally.

• Monitor and order office/stationery supplies, liaising with vendors and processing purchase orders as needed.


• Manage travel arrangements and itineraries for the Manager and team, including bookings and expense claims.


• Process invoices, expense reports, and petty cash records, ensuring accuracy and timely submission.


• Support onboarding of new starters, including preparing induction materials and coordinating access/equipment.


• Liaise with IT, facilities, and HR on day\-to\-day operational or administrative issues.


• Provide administrative support to Heads of Department as needed.


• Undertake ad hoc administrative tasks and special projects as assigned by the Manager.

Work Location: In person

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