Team Administration Assistant

Tate; City Of London; Hybrid; GBP 25,000 - 27,000; Full time

Job summary

A prominent employment business is seeking a Team Administration Assistant based in Sidcup, Kent. The successful candidate will provide comprehensive administrative support, manage diaries, and handle office duties. Responsibilities include formatting documents, managing meeting schedules, and overseeing project filing. The role requires at least one year of administrative experience, excellent communication skills, and strong organizational abilities. The position offers a salary between £25K and £27K based on experience, and the work will be office-based initially, transitioning to a hybrid model after probation.

Benefits

Great benefits offered

Qualifications

• At least one year in a similar administrative or secretarial role.
• Willingness to learn about the industry.
• Fast, accurate typing and pleasant telephone manner.

Responsibilities

• Provide administration service to Associate Directors.
• Manage Outlook diaries and team meetings.
• Ensure all project folders are set up correctly.

Skills

Excellent communication and interpersonal skills

Organisational skills

Technical skills with PC (Word and Excel)

Ability to multitask

Education

Good general education with strong English and Mathematics

Job description

Overview

Job: Team Administration Assistant

Location: Sidcup, Kent

Hours: 9am to 5pm, office based (after probation hybrid will be discussed)

Salary: £25K to £27K Dependant on experience

Benefits: great benefits offered

Employer: Tate (employment business)

Posting Information: Posted Sep 26th 2025; Closes Oct 27th 2025; Sector: Administration; Contract: Permanent; Hours: Full Time

Responsibilities

• Provide a highly competent administration service to Associate Directors and other staff in the Building Services Department.
• Format and issue documents including minutes, specifications, reports, schedules and letters.
• Client Pledge / Debt Management: carry out monthly client pledges; ensure invoices are received with no problems/queries and resolve queries promptly.
• Meetings and calendars: manage Outlook diaries, team meetings, 1-2-1s, appraisals and project resource meetings; reschedule as necessary; update the M&E calendar with annual leave and deadlines.
• Project filing: ensure all project folders are set up correctly using the standard filing structure; configure mail manager links and ensure documents are correctly named and referenced per current standards.
• Time management: monitor engineers’ timesheets, send weekly reminders to meet deadlines.
• CPD seminars: organise one CPD seminar per month; research suitable seminars, coordinate lunch and payment via purchase order to accounts; scan and file certificates and update engineers’ CVs.
• Web news / Case Studies: chase new potential items, update trackers, and brief marketing on completion.
• CVs / Academic Qualifications: maintain up-to-date engineer CVs and ensure separate CVs for all sectors; scan and file all qualifications.
• Health and Safety / Training: ensure minimum training for the team and renew as required; maintain records for the health and safety team.
• General office duties: minute taking; process sick forms, filing/archiving, handle telephone enquiries, reception and switchboard cover on a rota basis, handle confidential information, maintain electronic and hard copy filing, schedule meetings, organise travel and accommodation, research on behalf of managers, handle printing/scanning/photocopying/faxing, stationery orders and general tidying, ensure PPE for engineers, and other ad-hoc duties.

Requirements

• Experience: At least one year in a similar administrative or secretarial role.
• Technical skills: Willingness to learn about the industry; excellent communication and interpersonal skills (written, telephone, or face-to-face).
• Education & Qualifications: Good general education with strong English and Mathematics; advanced PC skills (Word and Excel desirable); familiarity with office technology, email, word processing, spreadsheets and databases; fast, accurate typing; pleasant telephone manner.
• Personal qualities: Highly motivated, initiative-taking, excellent organisational skills, methodical with attention to detail; good teamwork and flexible; punctual, reliable; able to work without supervision; able to multitask and work under pressure; strong written and verbal communication.

Additional information

Please note this advert will remain open until the vacancy is filled. Interviews will take place during this period, so apply early to avoid disappointment. Tate is an Employment Business in relation to this vacancy. Tate is committed to promoting equal opportunities and invites candidates to indicate any adjustments needed during the application or interview process. Your comfort and accessibility are a priority, and you may share your preferred pronouns in your application.