The Opportunity:
As part of the Business Support function our Administrator will provide critical administration to internal stakeholders and manage our facilities to exceptional standards. This is a varied role where the successful candidate will be expected to independently prioritise their workload and understand what the business needs day to day.
You will work closely with our Operations Manager and Business Support Coordinator to provide a proactive, solution focussed, high quality support function driving efficiency across business.
This role will suit motivated candidates with experience of a busy administrative role where they have independently managed their own workload with support from Management.
Note: This role is 5-days per week, Cambridge office.
Key Responsibilities:
Office Management:
Manage our hubs (Cambridge in person, Bristol remotely) and create a safe, engaging and productive space for our employees, including but not limited to
- Owning the Health & Safety of our hubs
- Act as the first point of contact for maintenance issues, liaising with contractors and service providers to resolve problems efficiently.
- Manage employee access to the building, including key cards, alarm information and visitor management systems.
- Meeting room management
- Owning the catering arrangements for our staff
- Keeping track of office stock and supplies
- Preparation and support for internal meetings
- Space management and actively seeking to improve our offices for a more productive and engaging experience for our employees
- Creating and updating relevant policies and processes
- Serve as the primary point of contact for all facilities-related queries and requests, providing timely and effective support.
Administrative Support:
Proactively manage relevant administration across the business including systems, processes and third parties supporting efficient day to day operations. Including but not limited too:
- Maintain accurate records of company assets (e.g., laptops, phones, office equipment), ensuring tracking and accountability.
- Coordinate shipping and logistics for internal and external needs, including courier services and delivery schedules
- Assist the People Team with onboarding new employees and support offboarding processes, ensuring smooth transitions.
- Create and maintain efficient, organised filing systems (digital and physical) for easy access to business-critical documents.
- Manage procurement of office supplies, IT equipment, and other business needs.
- Provide support for travel arrangements and accommodation bookings, ensuring itineraries meet business requirements, where required.
Other:
- Support operational projects from beginning to end delivering on time and to budget. Ability in effectively communicating how those projects support both our function and business goals.
- Assist in planning and coordinating employee events, such as team-building activities, office celebrations, and wellness initiatives.
- Provide administrative assistance to the Executive team, when required.
- Handle confidential information with discretion and professionalism
- Maintain a consistent and approachable presence in the Cambridge hub, fostering a supportive and organised office environment.
Your Skills:
- Identify inefficiencies in processes and implement improvements
- Strong organisational and multitasking abilities; self-awareness in knowing what to prioritise when (and when to refer to management)
- Strong communication skills with all levels of management and peers
- Familiarity with Macbooks, GSuite (Google accounts)
- Familiar with H&S standards and regulations to manage an office effectively.
- Comfortable with using and managing office systems and platforms beyond GSuite, such as HRIS, facilities management software, or other digital tools.
- Ability to manage third-party relationships for facilities or administrative support.
Personal qualities
- Proactive, detail-oriented and solution focussed
- Able to make strong, conscientious decisions
- Highly reliable and good at time-keeping
- Flexibility to adapt to changing business need
- Ability to work under pressure
- Able to work seamlessly with stakeholders at all levels of the business.
- Adaptable and willing to embrace changing business priorities or unexpected challenges.
Previous experience:
Essential:
- Proven experience in a busy administrative role where you independently managed your own workload.
- Handling competing priorities effectively in a fast-paced organisation, such as startups, SMEs, or busy office environments.
Desirable:
- Hands-on experience managing office spaces and creating a productive environment.
- Familiarity with managing systems and processes
- Supporting logistics for internal events or company-wide initiatives.
- Experience in delivering projects on time and within budget while aligning them with organisational goals.
- Managing or supporting facility-related tasks
- Experience identifying inefficiencies in systems or workflows and implementing solutions.
Your Development and Perks
Our people are the reason why our business continues to thrive. We lead the way in the industry, we care for our people and we are always looking to support your development. Staff are regularly mentored by our team of experts and all employees are offered, bi-annual appraisals, career development plans, training courses relevant to their field and feedback sessions through 1-2-1 meetings.
Our generous benefits package includes the following:
- 8% employer-contribution pension scheme.
- 25 days annual leave bank holidays.
- Additional annual leave after 3 years.
- Enhanced special leave.
- Extra annual leave at the end of December.
- Company Options Scheme (determined by Executive Team).
- Up to £5000 Recommend a friend scheme.
- Cycle to work scheme.
- Private Healthcare - Vitality Health.
- Regular social events and in-hub lunch and learns.
- In-hub lunches on us.
- Paid professional memberships.
