WIA Looking for a new Office Admistrator

It is with great sadness that Willmore Iles are losing their Office Administrator, Rachel in September. Rachel is returning to University to train in Nursing. Everyone at Willmore Iles would like to thank Rachel for her commitment and expertise in keeping the office running smoothly. If you are interested in this forthcoming vacancy, Rachel would like to get her replacement appointed in August, to give her time to work in parallel before she leaves.
The role is as follows:

Office Administrator

The office administrator would be responsible for a range of administrative and IT related
tasks, working independently and under the instruction of senior directors.
They would be expected to act as the main practice administrator and to oversee the
administration of all staff.
The candidate would need to be flexible and able to use their own initiative.
To the right candidate, training will be provided to support on-going development in the role.

Personal Characteristics and skills (that we are looking for)

1. Organised, with good time management skills (working under pressure and to deadlines)
2. An Enthusiastic “can do attitude”, with the ability to work flexibly.
3. Professional
4. Confident and assertive when required
5. Sensitive to others needs
6. Good Communication skills (written and verbal)
7. IT (competent inWord and excel)
8. Financial Management knowledge (basic book keeping knowledge preferable) 

Key Roles

1. Basic Administration – telephones, post, all staff work calendars, booking holidays, organising office trips, meetings, letters and emails, archetype system.
2. Guide staff in procedures of the ISO 9001 and 14001 Quality and Environmental Management Systems (maintain and manage audits). Acting as internal Quality Systems manager, supported by external consultant.
3. General company Policies (Health and Safety, Fire Safety, Risk Assessments) –keep up to date, review regularly
4. HR/ Employment – Inductions/training, employee folders, employment law and policy documents (Equality Policy…)
5. Practice Development (constant improvement of practice management and procedures to achieve business aims….)
6. Practice Organization (record keeping, ensure business is compliant with current laws and legislation e.g. RIBA Membership)
7. Practice complaints procedures – responsible for monitoring, recording and organising responses and ensuring actions occur.
8. Finance – financial projections, invoicing, book keeping, ordering office supplies and equipment
9. Premises – leasing with tenants (contracts/ rent) – keep up to date landlord commitments and requirements by law.
10. Office Maintenance – cleaners, windows, famine hygiene, tea/coffee, watering plants, light bulbs…..
11. Office Supplies - stationary
12. Computer –Monitor computer systems – working with in house office ITmanager and external IT consultant.
13. Marketing – Awards, Benchmarking schemes, OJEU Notices (new potential jobs) - working with senior directors.

If you are interested, please send your CV to Rachel at rachel.booth@willmoreiles.com,