Millfields Trust Recruitment: Office Administrator

The Millfields Trust recruitment process has begun as we search for a new Office Administrator. This is a fantastic opportunity for a well organised and motivated individual. You will be the welcoming face here at our HQ Building on Union Street. The right candidate will assist with all aspects of the office administration in a helpful and friendly manner. We will support you all of the way so please don’t feel overwhelmed by main duties listed below.

Main Duties:

The post will involve the following administrative duties:

1. Greet and direct visitors in a friendly and helpful manner. Maintain the parking log. Deal with deliveries and queries efficiently. Answer the telephone, transfer calls, and make a record of messages.
2. Undertake all duties in respect of conference bookings. This includes taking and recording
   a booking. Serving refreshments, and preparing the conference rooms to a high
   standard. Ensure invoicing spreadsheet is maintained and passed to accounts fortnightly.
3. Check receipts and reply promptly to emails. Send emails to customers and tenants.
4. Manage the recording and documentation of Tenant files. Including: Maintaining and setting up
   systems to record information associated with Tenants occupying and vacating business
   premises. Making up and filing tenant documents – informing utility suppliers and
   business rates.
5. As required, use appropriate software packages e.g. Microsoft office. Minute/note taking
   and distribute papers.
6. Populate and maintain the Excel spreadsheet for contractors and maintenance. Liaise with
   tenants and give notice of planned and scheduled works.
7. Provide support to the Handyman in areas such as fire alarm testing and maintain
   Health and Safety files. Update the board for the Fire Evacuation Procedures (tenants).
8. Maintaining databases in respect of members, Directors and waiting lists.
9. Ensure all administrative systems are maintained and day-to-day administrative tasks are
   kept up to date
10. Record incoming mail and distribute accordingly. File incoming mail and archive closed files.
11. Monitor and maintain all stock levels for stationery and cleaning materials. Compile orders to
    re-stock and agree expenditure with the Office Manager.
12. Where appropriate and with supervision and support from the Chief Executive, undertake the duties of the Office Manager during times of annual leave.
13. Where necessary provide administrative assistance with project work being undertaken by the Trust. E.g. Tasks associated with Widening Horizons.
14. Promote the Trust’s Diversity and Equality policy. Work with others to promote Diversity and Equality in all premises owned and managed by the Trust.

Millfields Trust Recruitment Closing Date: 6^th June at 9am

About Us

Millfields Trust is an established social enterprise working to regenerate the Stonehouse neighbourhood of Plymouth. The post is primarily based in our HQ building, Union Street

Rate of pay: £21,000 per year (full-time 40 hours per week).

If you are interested in applying for this role, please download the application pack. Plus the information included on this page. We welcome experienced applicants as well as individuals who may have been out of work for a prolonged period of time.

Feel free to contact Debra Horide T: 01752 660837 if you require further information or help with completing the application.