Office Administrator

What can we offer you?

Apart from job satisfaction, we can offer you:

YOURSELF

• 25 days' holiday (with the option to buy more)

HEALTH

• Private Healthcare
• Optional dental insurance, health assessments and health cash plans
• Cycle to Work scheme

WEALTH

• Company Pension Scheme, matching contributions up to 5% of salary
• Life assurance
• Annual staff bonus scheme
• Season ticket loans

Job Summary

The Office Administrator is an integral role for the London site and is responsible for the day-to-day smooth running of the office and providing general administration support to local Senior Management in London, the Facilities team and other employees when required, as part of the wider team.

Job Description

Key Responsibilities

Office Coordination:

• Ensure the smooth running of the day-to-day office activities.
• Screen all incoming calls through the main site number and transfer incoming calls to the relevant staff/departments.
• Coordinate meeting room bookings and arrange catering/refreshments for meetings.
• Coordinate office desk allocations and provide support to employees for the desk booking application.
• Monitor stock levels and manage orders for all office supplies (including stationery and office food) ensuring costs are in line with the allocated budget.

Administrative Support:

• Provide support to London Leadership, Senior Managers and other team members as required, including general administrative tasks, arranging travel, scheduling meetings etc.
• Take minutes for key meetings, including the London Leadership Team meetings.
• Provide administrative support to the corporate functions, HR and Finance (e.g. producing and recording contractual documents for external collaborators, collation of expense claims etc.
• Support the Facilities team with administrative tasks including collating and archiving maintenance documentation.
• Assist with the procurement, ordering, tracking and financial coding of consumable items for the London site using the Invicro procurement system.
• Co-ordinate the scheduling of induction days for external research collaborators, ensure the smooth running of the induction programme on the day and collection of relevant documentation.
• Support ad hoc projects and tasks in line with candidate skillset when required.

Customer and Visitor Relations:

• Greet visitors to the organisation and support their needs during their stay.
• Liaise with US counterparts to assist in the co-ordination of visits to the London site for international Senior Leadership Team members and other visiting Invicro employees (including scheduling meetings, booking accommodation and meals etc).

Event Management:

• Plan and manage local corporate events from start to finish.
• Take a lead role in planning, promoting and delivering site wide social and charitable events and support employee engagement for the London site.

Employee Communications:

• Send out communications on behalf of the Leadership Team.
• Support Senior Management, HR and Facilities in creating and executing messaging and help to ensure that employees are well-informed and have access to the information and resources they need.
• Engage with US counterparts to coordinate and support cross-company communications and team events.