An experienced Administrative Officer is required to ensure efficient day-to-day office operations, maintain accurate records and support senior managers. The successful candidate will organise office systems, supervise administrative staff and liaise with internal teams and external suppliers to uphold high standards of service and compliance.
The Administrative Officer role demands a proactive organiser who can manage multiple tasks with attention to detail and discretion. This position supports business continuity and enhances workplace productivity.
Administrative Officer Job Profile
The Administrative Officer oversees general office administration, coordinates clerical activities and ensures that procedures and policies are followed. They act as a central point of contact for staff, suppliers and visitors, and contribute to a positive workplace environment.
Reporting to the Office Manager or Head of Operations, the role requires strong communication skills, sound judgement and proven experience in administrative processes within a busy office setting.
Administrative Officer Job Description
The Administrative Officer will manage daily office functions including correspondence, filing, scheduling and procurement of supplies. They will maintain accurate records, prepare routine reports and ensure that office equipment and facilities are operational and compliant with health and safety requirements.
Key duties include supporting HR and finance teams with administration tasks, coordinating meetings and travel arrangements, and providing reception cover when required. The post-holder will also contribute to process improvements, help implement office policies and assist with basic project coordination as needed.
Strong IT skills are essential, including competence with spreadsheets, word processing, email systems and office management software. The role will involve handling confidential information with tact and ensuring data is stored in line with organisational policies and legal requirements.
Administrative Officer Duties and Responsibilities
- Manage day-to-day office operations, ensuring a tidy and professional work environment.
- Receive and direct visitors, manage telephone enquiries and maintain the reception area.
- Organise and maintain paper and electronic filing systems, ensuring ease of retrieval.
- Coordinate diaries, schedule meetings, and prepare agendas, minutes and meeting materials.
- Process purchase orders, manage supplier relationships and monitor office stock levels.
- Prepare routine financial documentation such as expense claims and petty cash reconciliation.
- Support HR processes, including onboarding paperwork, absence records and personnel file upkeep.
- Ensure office equipment is serviced and liaise with IT support for basic troubleshooting.
- Draft and proofread correspondence, reports and presentations with a high level of accuracy.
- Maintain confidentiality of sensitive information and ensure compliance with data protection standards.
- Contribute to the development and implementation of office procedures and best practices.
Administrative Officer Requirements and Qualifications
- Educated to A-level standard or equivalent; a diploma in business administration or related field is desirable.
- Minimum of 2 years proven experience in an administrative or office support role.
- Excellent verbal and written communication skills with strong attention to detail.
- Proficient in the Microsoft Office suite, with particular strength in Excel and Word.
- Good organisational and time management skills, able to prioritise competing demands.
- Ability to work independently and as part of a team, demonstrating initiative and reliability.
- Familiarity with basic financial procedures and procurement processes.
- Understanding of data protection and confidentiality obligations.
- Strong customer service orientation and professional manner when dealing with stakeholders.
- Willingness to undertake further training and professional development as required.
