Office Administrative Assistant – H&S, HR, admin, debtors etc Full Time

The Office Administrator is responsible for ensuring the smooth operation of office facilities, equipment, and administrative functions. This role requires meticulous attention to detail, organisational skills, and the ability to handle a variety of tasks efficiently. The Office Administrator will also ensure compliance with health, safety, and fire safety protocols.

Key Responsibilities:

• Facility Maintenance:
• Maintain stock levels and update inventory for office supplies, consumables, and uniforms.
• Coordinate the procurement of office supplies and manage vendor relationships.
• Ensure that the office environment is well-maintained and presentable at all times.

Equipment Maintenance:

• Oversee the maintenance, servicing, and repair of office equipment.
• Schedule regular equipment inspections and handle any necessary repairs promptly.
• Maintain records of equipment servicing and repairs.

General Administrative Tasks:

• Perform data processing tasks including data entry, updating records, and generating reports.
• Monitor and distribute incoming emails, ensuring timely responses and appropriate actions.
• Manage office filing systems, both electronic and physical.

Health and Safety:

• Implement and action health and safety protocols and procedures.
• Update and maintain risk assessments, COSHH (Control of Substances Hazardous to Health) sheets, and standard operating procedures.
• Ensure compliance with health and safety regulations and conduct regular safety audits.

Fire Safety:

• Implement fire safety protocols and procedures.
• Conduct regular fire drills and ensure all staff are trained in fire safety practices.
• Maintain and update fire safety equipment and documentation.

Reception Duties:

You will be required to work 1:4 Saturdays 9:00am-1pm to help and assist on our Reception – training will be provided.

Reception duties include:

• Greet clients and patients as they enter the clinic, providing a warm and welcoming atmosphere.
• Handle phone calls, emails, and other communications professionally and promptly.
• Address client inquiries, provide information about services, and direct questions to the appropriate staff member.
• Schedule and confirm appointments for veterinary services.
• Manage the appointment calendar to ensure efficient workflow and minimal waiting times.
• Notify clients of upcoming appointments and follow-up visits.
• Maintain accurate and up-to-date patient records, including medical history, treatment plans, and vaccination schedules.
• Ensure confidentiality and proper handling of all patient and client information.
• Process payments for services rendered, including cash, credit card, and check transactions.
• Prepare and issue invoices and receipts.
• Address billing questions and concerns from clients.

Qualifications:

• Proven experience as an Office Administrator, Office Assistant, or relevant role.
• Familiarity with office management procedures and basic accounting principles.
• Proficiency in MS Office (MS Excel, MS Word, and MS Outlook, in particular).
• Excellent organisational and multitasking abilities.
• Strong attention to detail and problem-solving skills.
• Good communication and interpersonal skills.
• Knowledge of health, safety, and fire safety regulations is a plus, but training shall be provided.

Job Types: Full-time, Part-time, Permanent

Pay: £12.71-£13.50 per hour

Benefits:

• Company pension
• Free parking
• On-site parking

Experience:

• Administrative: 1 year (preferred)

Work Location: In person