Administration Assistant

Confidential; York and North Yorkshire; On-site; GBP 21,000 - 24,000; Full time

Job summary

Confidential in York is seeking an experienced Administration Assistant to support a busy professional services team. You will handle reception, processing of documents, and general office duties to keep day-to-day operations running smoothly.

You will be the first point of contact for clients and visitors, manage calls, organise files, letters and deliveries, and help with facilities tasks and basic finance processes. A professional, organised approach is essential.

Qualifications

• Experience providing administrative support in a professional services or office environment.
• Strong communication and front-desk skills with a professional, approachable manner.
• Proficient at filing, scanning, archiving and record-keeping processes.

Responsibilities

• Act as the first point of contact for clients and visitors.
• Manage a busy reception area and multi-line telephone system.
• Manage storage and retrieval of files, deeds and Wills, ensuring accurate records.
• Record the removal and return of files, deeds and Wills.
• Scan and archive closed files and maintain accurate records.
• Carry out general admin duties including photocopying, scanning and document distribution.
• Monitor and respond to web enquiries.
• Ensure reception equipment is operational and report maintenance issues.
• Order and maintain stationery and office consumables.
• Arrange couriers and deliveries, including urgent collections.
• Obtain quotes and place orders for office furniture.
• Assist with general office maintenance and report defects.
• Prepare meeting rooms and arrange refreshments and catering.
• Carry out weekly fire alarm testing.

Skills

Reception & admin

Customer service

Organisational skills

Attention to detail

Job description

An excellent opportunity has arisen for an experienced Administration Assistant to join a busy professional services team in York.

This is a varied role where you will provide essential administrative, reception and office support, helping to ensure the smooth day-to-day running of the office. You will be a key point of contact for clients, visitors and colleagues, so a professional and approachable manner is essential.

The Role

Reporting to the HR & Office Manager, you will support the wider business with a range of administrative, reception and facilities responsibilities.

Reception & Administration

• Act as the first point of contact for clients and visitors.
• Manage a busy reception area and multi-line telephone system.
• Manage the storage and retrieval of files, deeds and Wills, ensuring accurate records are maintained.
• Record the removal and return of files, deeds and Wills.
• Scan and archive closed files and maintain accurate records.
• Carry out general administrative duties including photocopying, scanning and document distribution.
• Monitor and respond to web enquiries.

Office & Facilities

• Ensure reception equipment is operational and report any maintenance issues.
• Order and maintain stationery and office consumables.
• Arrange couriers and deliveries, including urgent collections and deliveries where required.
• Obtain quotes and place orders for office furniture.
• Assist with general office maintenance and report any defects.
• Prepare meeting rooms and arrange refreshments and catering.
• Carry out weekly fire alarm testing.

Financial & Compliance

• Manage receipts for cash and cheque payments received at reception.
• Handle petty cash and banking duties.
• Process credit and debit card payments and complete end-of-day reports.
• Distribute payment receipts to relevant colleagues.
• Organise swears and take certified copies of identification documents.

Please Note: Due to the number of applications we receive we may be unable to respond to every application directly.