Team Administration Assistant

Tate; Foots Cray; Hybrid; GBP 25,000 - 27,000; Full time

Job summary

A professional staffing agency is seeking a Team Administration Assistant in Sidcup Kent to provide comprehensive administrative support. The successful candidate will have at least one year of experience in a similar role and possess excellent organizational and communication skills. Responsibilities include managing meetings, client communication, and maintaining office systems. This position offers a salary of £25K to £27K depending on experience and includes hybrid work options after probation.

Benefits

Great benefits offered

Qualifications

• At least one year of experience in a similar administrative or secretarial role.
• Willingness to learn about the industry; excellent communication and interpersonal skills.
• Fast, accurate typist with attention to detail.

Responsibilities

• Provide administration service to Associate Directors and other staff.
• Manage diaries, meetings, and team schedules.
• Ensure compliance with health and safety training requirements.

Skills

Excellent communication skills

Organizational skills

Attention to detail

Education

Good general education

Tools

Microsoft Word

Microsoft Excel

Job description

Job 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

Job Summary

To provide a highly competent Administration service to Associate Directors and other staff in the Building Services Department.

Main Job Duties

• Formatting/Issuing: Carry out the preparation and production of Minutes, Specifications, Reports, Schedules and Letters.
• Client Pledge / Debt Management: To carry out client pledge each month ensuring clients have received their monthly invoice/s with no problems/queries; queries to be resolved as soon as they arise.
• Meetings/Calendars: Manage Outlook diaries, team meetings, 1-2-1 meetings, appraisals and project resource meetings. Ensure these are carried out and rescheduled when necessary. Update the M&E calendar with annual leave and deadlines.
• Project filing structure: Set up project folders using the standard filing structure and ensure mail manager links are in place. Ensure documents are referenced and named correctly in line with current standards.
• Time Management: Check regularly that engineers are completing their timesheets by the specified deadline, sending weekly reminders.
• CPD Seminars: Carry out 1 CPD seminar per month. Organise and research suitable CPD seminars for the team, arrange lunch and payment via purchase order to accounts. Scan in and file all certificates once received and update onto engineers’ CVs.
• Web news / Case Studies: Chase for new potential Web news and Case Studies regularly, update trackers and issue to marketing department for completion.
• Curriculum Vitae / Academic Qualifications: Keep all engineers’ CVs up to date and ensure they have current company CVs and a separate CV for all sectors. Scan and file all academic qualifications.
• Health and Safety / Training Course: Ensure the entire team have minimum training and renew when required. Maintain records for the health and safety team.
• Other general office duties include: Minute taking, sickness forms handling, filing/archiving, answering telephone enquiries, reception and switchboard cover, handling confidential information, maintaining filing systems, scheduling meetings, travel arrangements, resolving administrative problems, researching on behalf of managers, and general ad-hoc duties.
• Ensuring engineers have the correct PPE. Printing / scanning / binding of documents.

Job Requirements / Person Specification

• Previous Experience: At least one year of experience in a similar administrative or secretarial role.
• Technical Knowledge and Skills: Willingness to learn about the industry; excellent communication and interpersonal skills (written, telephone, or face to face).
• Educational Requirements and Professional Qualifications: Good general education with a high standard in English and Mathematics. Advanced PC skills including Microsoft Word and Excel (desirable). Familiar with modern office technology including email, word processing, and the production of spreadsheets and databases. Fast, accurate typist with attention to detail. Pleasant telephone manner and excellent communication skills.
• Personal Qualities: Highly motivated self-starter with ability to use own initiative and take responsibility; excellent organizational skills; methodical with attention to detail; good teamwork and flexible approach; punctual and reliable; able to work without supervision; able to cope under pressure; good written and verbal communication; ability to multitask and manage conflicting demands.

Additional Information

Please be aware this advert will remain open until the vacancy has been filled. Interviews will take place throughout this period, therefore we encourage you to apply early to avoid disappointment.

Tate is acting as an Employment Business in relation to this vacancy.

Tate is committed to promoting equal opportunities. To ensure that every candidate has the best experience with us, we encourage you to let us know if there are any adjustments we can make during the application or interview process. Your comfort and accessibility are our priority, and we are here to support you every step of the way. Additionally, we value and respect your individuality, and we invite you to share your preferred pronouns in your application.