Job Description

Providing support to Programme managers and members, assisting in daily office needs and managing general administrative tasks.

The Administration Assistant is responsible for the following Main Tasks:

• Administer general business office activities such as:
  • Greeting visitors, screening and directing phone calls, and escorting visitors.
  • Clerical responsibilities including mail, data entry, filing, order processing and ordering supplies.
  • Organizing and scheduling appointments
  • Planning meetings and reserving conference locations
• Coordinating internal and joint meetings
• Taking minutes and creating action lists in meetings
• Assists in the scheduling and coordination of all office administration related projects.
• Assists in travelling and accommodation arrangements for team members travelling to Wales.
• Maintaining and keeping Programme SharePoint site up to date
  • This includes all document versioning and distribution
• Requesting overdue reports, e.g. time reports, email responses, assigned actions etc.
• Host and facilitate activities such as meetings, social gatherings, and conferences.
• May act as a liaison for contractors, building security, maintenance and service providers.
• Provide administrative support to one or more managers.

Required Knowledge, Skills, and Abilities

Competency in Microsoft applications including Word, Excel, and Outlook. Competency in SharePoint. Excellent oral and written communication, in both phone and email handling. Good time management skills. Experience with administrative and clerical procedures. Work within well-established guidelines. Able to contribute positively as part of a team, helping out with various tasks as required. Professionalism. Customer-focused. Stress-resistant.