Office Administration Assistant

HRS Talent Solutions; Birstall; On-site; GBP 35,000 - 39,000; Full time

Job summary

HRS Talent Solutions is seeking an Office Administration Assistant to keep the office’s information moving. This full-time role is based in the office and involves reviewing messages, routing to the right team, drafting ordinary correspondence, checking forms for missing details, and updating records so a colleague can pick up the work.

You will learn the employer’s filing system and approval processes, bring care with written information, and ask for clarification when instructions are unclear.

Qualifications

• Experience as an assistant is welcome, though not required.
• You should be comfortable writing short, professional messages.
• You should be comfortable with basic office software.
• You will be shown the employer's tools and how work is assigned.

Responsibilities

• Review incoming messages and route them to the right person.
• Prepare ordinary correspondence using approved information.
• Check forms for missing names, dates, or supporting material.
• Update records and file completed documents in the assigned place.
• Arrange meeting details and circulate materials when requested.
• Follow up on items assigned to you and record the outcome.
• Answer straightforward questions without guessing about policy.
• Protect information that should not be shared outside the team.

Skills

Attention to detail

Written communication

Basic office software

Willingness to ask for clarification

Job description

Office Administration Assistant

Keep the office's information moving

A colleague needs a complete document before a meeting. A customer has written with a question that belongs to another team. A form has arrived without the details needed to process it. The Administrative Assistant helps each item reach the right next step, while keeping the office's records clear enough that another person can pick up the work.

This is a full-time position based in the office, with pay of £25.50-£28.50 per hour. The work combines correspondence, file maintenance, and support for routine meetings and requests. You will be taught the employer's filing system and approval process; you should bring care with written information and a willingness to ask when an instruction is unclear.

What you would handle

• Review incoming messages and route them to the right person.
• Prepare ordinary correspondence using approved information.
• Check forms for missing names, dates, or supporting material.
• Update records and file completed documents in the assigned place.
• Arrange meeting details and circulate materials when requested.
• Follow up on items assigned to you and record the outcome.
• Answer straightforward questions without guessing about policy.
• Protect information that should not be shared outside the team.

The work is varied, but it has a consistent standard. A document should be complete before it is passed on. A message should tell the recipient what is needed, not merely that someone called. When a request depends on a decision you cannot make, identify the missing decision and send it to the person who can make it. That kind of office administration saves time across the team.

Experience as an assistant is welcome, though it is not required. Customer service, reception, volunteer coordination, or school administration may have given you similar habits. You need to be comfortable writing short, professional messages, working with basic office software, and checking your entries. The employer will show you its particular tools and how work is assigned.

The assistant may also support a recurring office cycle, such as preparing a weekly set of approved documents or organizing completed forms for a supervisor's review. This differs from reacting to whatever arrives in the inbox. You will check what is due, collect the relevant material, and make gaps visible before the review date. After the manager has reviewed it, you may file the final version and notify the people who need it. That steady rhythm gives the team a dependable source of information, while leaving approvals with the person responsible for them.

A request can look complete until someone checks the supporting information. You may compare a document with its accompanying note, confirm that the right version was sent, and ask a colleague for a missing detail. When an item returns for correction, keep the earlier correspondence with the record so the next employee understands what changed. These are small steps, but they make a difference when several people share an administrative process. You will be trusted to complete ordinary tasks, while unusual situations remain visible to the manager.

The record is ready when someone else can use it without reconstructing your steps.

When priorities change

Several small requests can arrive together. You should be able to note what is urgent, what is waiting on someone else, and what can be completed now. If priorities conflict, check with the manager instead of silently choosing which commitment to miss. Some days involve more correspondence; others involve organizing documents or preparing for a team activity. Your tracking method should work across both.

A successful handoff leaves the next person with the current file, the relevant context, and a clear question or action. You are not expected to make an executive decision on behalf of the employer. You are expected to know where an item stands and keep it from disappearing between desks.