Office Administrator
Executive Mandate Specification
The Beehive Project is a young and dynamic company that accommodates and supports 16+ young people with complex needs in central Southampton. We are passionate about our service and the support we provide.
You will be based in the centre of Southampton in our multipurpose office. Our office also incorporates a drop-in centre for the young people we support as such you will be interacting with them daily.
The Role:
This is an exciting, busy, and challenging role with very varied and interesting workload.
Your responsibilities are:
o Welcoming visitors and directing them to the relevant place/person
o Co-ordinate and oversee all office activities
o Ensure adherence to relevant company procedures and policies
o Make travel arrangements for Senior Managers when necessary
o Handle phone calls and all related correspondence
o Keep relevant databases up to date and review them regularly
o Control the office supplies and ensure that the office always has what it needs
o Note take for meetings when required
o Order and distribute ID badges
o Assist in the set-up of new employee logs in for all systems
o Setting up Young Persons accounts in our CRM
o Creating & uploading of the weekly rota into our system
o Make payment over the phone or online for the utility bills in our properties
o Updating the staff training matrix
o Assisting with HR admin tasks
o Scanning and uploading receipts and invoices to Hubdoc
o When necessary, assist in setting up new laptops and work mobiles for new starters
o Assist in planning meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments
o Audit records to ensure compliance with the beehive projects policies and assure the young person’s rights are protected.
o Maintain files ensuring all documents are obtained following The Beehive Projects policies.
o Formulate planners to ensure deadlines are met.
o Posting P60s, P45s, signed contracts with suppliers etc
o Follow all administrative functions of The Beehive Projects quality assurance system and assure the service is fully compliant.
o Ensure all marketing is kept up to date.
o Run The Beehive Project’s social media accounts.
Specific requirements
o English written and verbal
o Computer literate
o Experience in note taking
o Have a good telephone manner
o Attention to detail
o Maintaining high levels of confidentiality
Job Type: Full-time
Salary: £21,000.00-£23,000.00 per year
Benefits:
- Casual dress
- Referral programme
Schedule:
- 8 hour shift
- Monday to Friday
Ability to commute/relocate:
- Southampton, SO15 2AW: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Administrative: 1 year (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
Statutory Executive Benefits & Governance
- Executive Health, Vision & Dental Coverage with Global Provider Options
- Corporate Pension Auto-Enrolment / 401(k) Retirement Plan with Fiduciary Matching
- Annual Discretionary Performance Incentive & Long-Term Equity Participation
- Executive Leave Allotment, Statutory Holidays & Dedicated Health Care Reserves
- US Department of Labor & E-Verify Work Authorization Sponsorship