Office Administrator

Full Time - Europe, United Kingdom, Wokingham

This entry was posted on July 17, 2019.

Overview of Role:

We are currently recruiting an Office Administrator into our Thames Valley office, based in Winnersh Triangle, Wokingham. This is a key role supporting the Office Manager and team, in the delivery of growth plans for the office.

This role presents an excellent opportunity for a proactive, process driven individual to take responsibility for providing support to office functions across its services. This role is flexible for full time or part time/flexible working hours considered.

Key Responsibilities:

The role will be responsible for a range of support, with the key tasks being:

  • Management of Partner and Associates diaries – proactively organising meetings, travel, reports and communication with external clients.
  • Typing (both copy and audio typing) of correspondence, reports, minutes and presentation documents, ensuring all documentation is referenced.
  • Arrangement of all team meetings, ensuring that catering and conference room facilities are booked.
  • Responsibility for all documentation leaving the office in connection with the team i.e. photocopying, binding and attaching enclosures.
  • Arrange travel and accommodation when required.
  • Monitor stationary supplies and order stationary as required.
  • Maintain small stock of PPE; supply all new starters with all relevant PPE and maintain PPE register.
  • Maintain all meeting room equipment, regularly testing and checking for issues.
  • Monitor and supply consumables and refreshments for all meeting rooms, allow for clearing between meetings.
  • Book travel, hotels and car hire where necessary through travel management company, complying with financial levels of authority.
  • Maintain a train ticket/travel register.
  • Monitor and maintain adequate kitchen supplies and empty dishwasher daily.
  • Sort incoming mail and distribute as required and prepare outgoing mail in line with collection times.
  • Maintain birthday list. Purchase and circulate staff birthday cards.
  • Greet all employees and visitors to the office offering a professional first impression.
  • Ensure all CVs received are formatted according to latest template and uploaded to Folio.
  • Receive and transfer calls – maintain confidentiality.
  • Managing the meeting room booking system.
  • Book visitors in and out of the visitor’s system.
  • Post in and out/franking, book couriers.
  • Ensure office and equipment is maintained and in good working order.
  • Assisting a technical team with documentation production and comp checking.
  • Dealing with photocopying/laminating/binding of documents when required.
  • Data Inputting and maintenance.
  • Secretarial support.
  • Aiding the other members of the support staff as and when required.
  • Promote clear desk policy, utilise storage and archiving effectively and efficiently.

Local IT

  • Be familiar with all office systems and equipment; advise on use to all new, temporary and existing staff when necessary.
  • Assist with local IT issues – liaise with IT department as necessary, update staff details on Global Address Book.
  • Ensure telephones are answered in a timely manner and screen calls to fee earners.

Person Specification:

The ideal candidate will demonstrate a positive proactive approach to the role, and will be committed to delivering customer service excellence, with good results.

  • Minimum GCSE
  • Previous experience in a similar role
  • Minimum Intermediate (Advanced preferred) Microsoft Office (PowerPoint, Excel, Outlook and Word)
  • Process Driven
  • Client facing, ensuring a high standard of delivery
  • Able to build long-term relationships
  • A team player, outgoing, flexible, enthusiastic and ambitious
  • Proven ability to work to deadlines
  • Committed team player with a ‘can do’ attitude, polite, patient, personable, flexible
  • Self-motivated with strong levels of initiative, and flexibility
  • High accuracy and attention to detail, with the ability to organise and prioritise tasks
  • Pleasant manner & personality
  • Able to deal with confidential information

RLB is committed to creating a diverse workplace and is proud to be an equal opportunity employer. All job applicants will receive equal treatment without regard to age, sex, disability, sexual orientation, “race” (includes nationality, national / ethnic origins, colour) marriage & civil partnership, pregnancy & maternity, gender reassignment, religion and belief.

If you require any reasonable adjustments to support you during any stage of the application or interview process, please contact our recruitment team at:



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