Temporary Administrator

Optima Recruitment; Liverpool; On-site; GBP 27,000 - 31,000; Full time

Job summary

Optima Recruitment Limited is hiring an Office Administrator – Temporary based in Merseyside to support the Executive Team with a busy schedule and stand-alone office coverage.

The role involves varied responsibilities across communications, client support, data management and reception duties, with a 2–3 month cover period and a pay rate of £14.50 per hour.

Qualifications

Responsibilities

• Monitor and manage incoming emails, ensuring queries are triaged appropriately and urgent matters are identified and escalated promptly.
• Answer telephone calls, email enquiries, and website queries, providing information where appropriate or directing enquiries to the relevant person or department.
• Relay information accurately and in a timely manner to the Executive Team and other stakeholders.
• Monitor the Intranet and share relevant updates and key information with the Executive Team.
• Provide administrative support to the Executive Team and wider Branch.
• Coordinate and arrange meetings, including scheduling appointments, booking rooms, and distributing relevant documentation.
• Maintain accurate records and support the effective administration of office activities.
• Act as a first point of contact for members, providing assistance in person, by telephone, and via email.
• Liaise with members to facilitate the effective handling of enquiries and requests.
• Signpost members to representatives, departments, or support services.
• Upload and maintain staff information on the insurance portal, ensuring records are accurate and up to date.
• Upload and manage documents within the CRM system
• Produce and distribute reports from the CRM system to support operational and management requirements.
• Handle all information sensitively and confidentially, ensuring compliance
• Cover reception and ensure a professional and welcoming service for all visitors.
• Manage visitor access
• Support the opening and closing of the office/building in line with established procedures.
• Maintain a safe, secure, and organised reception and office environment.

Job description

Office Administrator – Temporary

• £14.50ph
• 2 – 3-month cover, possibly longer
• Must be comfortable working independently, including working alone in the office on occasions
• Based in Merseyside

Reporting to the Executive Team, your role with be a varied one and will include;

Key Responsibilities

Communications and Enquiries

• Monitor and manage incoming emails, ensuring queries are triaged appropriately and urgent matters are identified and escalated promptly.
• Answer telephone calls, email enquiries, and website queries, providing information where appropriate or directing enquiries to the relevant person or department.
• Relay information accurately and in a timely manner to the Executive Team and other stakeholders.
• Monitor the Intranet and share relevant updates and key information with the Executive Team.

Administrative Support

• Provide administrative support to the Executive Team and wider Branch.
• Coordinate and arrange meetings, including scheduling appointments, booking rooms, and distributing relevant documentation.
• Maintain accurate records and support the effective administration of office activities.

Client Support

• Act as a first point of contact for members, providing assistance in person, by telephone, and via email.
• Liaise with members to facilitate the effective handling of enquiries and requests.
• Signpost members to representatives, departments, or support services.

Data and Systems Management

• Upload and maintain staff information on the insurance portal, ensuring records are accurate and up to date.
• Upload and manage documents within the CRM system
• Produce and distribute reports from the CRM system to support operational and management requirements.
• Handle all information sensitively and confidentially, ensuring compliance

Reception and Office Management

• Cover reception and ensure a professional and welcoming service for all visitors.
• Manage visitor access
• Support the opening and closing of the office/building in line with established procedures.
• Maintain a safe, secure, and organised reception and office environment.

Optima Recruitment Limited are acting as a recruitment agency in relation to this vacancy and are an equal opportunities employer