Office Administrator

Oxford Space Systems

Direct Entry Job Permanent Harwell, Oxfordshire, UK

Uploaded 27 Jun 2019

Job Description

This crucial role provides support to our technical and support staff within our busy office and industrial areas. The ideal candidate will have at least one year’s experience in a similar or administrative role and will now be looking to develop their expertise and capabilities in this area. Support and training will be provided but it is expected that the postholder will be able to use their existing knowledge and skills, whilst adopting the use of our technology and systems. This role will suit someone who is keen to contribute to the success of our business and willing to work with and in support of colleagues to achieve success. 

Main duties 

  • Answer main door, main reception phone and screen numerous in-bound calls 
  • Assuring all in-bound paper invoices are signed off (or disputed) by the relevant OSS team member (i.e. the person who placed the PO) and then scanned in to the PENDING finance folder 
  • Generic administrative tasks (filing, keeping documentation up to date) 
  • Arranging meetings/booking meeting facilities 
  • Processing of company generic contact emails 
  • Website editor 
  • Order marketing material 
  • Business card generation 
  • OSS security pass management 
  • Meeting room bookings/catering bookings 
  • Help with recruitment organisation-interviews, printing CVs, send out interview invitations, feedback to candidates. 
  • Help with new starter set up/induction
  • Pick up guests from reception, issue visitor passes and escort to meeting room 
  • Travel bookings 
  • Help with PO raising invoice processing. 
  • Office and kitchen consumables and appliances management 
  • Post and parcel management 
  • Assist with facilities management as required 

Person Specification

Essential Skills and Experience 

  • Proficient in the use of Microsoft Office software 
  • Demonstrable organisation skills 
  • Demonstrate a common sense/pragmatic and logical approach to problem solving – ability to find simple solutions to complex problems 
  • Approximately 1 year of previous experience of working in reception/administrative role preferred 
  • The ability to quickly assimilate learning through the induction process and to take responsibility for the essential activities of this post 


  • Reliable and punctual 
  • Good interpersonal skills 
  • Excellent technical English written/verbal communication skills 
  • Self-motivated to meet objectives and can-do attitude 
  • Ability to work both alone and in teams as required by the individual task 
  • Ability to work within defined timescales to meet deadlines 
  • Ability to work on several tasks at any one time 
  • Flexible, adaptable and ability to develop a sense of ownership and pride in their work 
  • Willingness and ability to adopt new technology and skills in a rapidly changing and advancing environment 
  • Willingness to learn and share knowledge with other members of the team