Office Assistant

Application Deadline: 31 August 2025

Department: Administration

Location: Winchester, Hampshire

Description

We are looking for an Office Assistant to provide office administration and occasional front of house support to our growing practice of 150 staff. The role requires the individual to deal with clients, visitors, and staff at all levels across the practice. This is an on-site role, during business operational hours and not appropriate for agile working arrangements.

Key Competencies, Skills & Requirements

• Excellent organisational skills with a flexible approach to duties and ability to prioritise.
• Good time management skills; proficient at working on a variety of tasks and meeting all deadlines.
• Methodical with high attention to detail.
• Personable and professional attitude to work.
• Good communication skills, both verbal and written.
• Common-sense and a practical approach to problems.
• Able to use initiative and work unsupervised on occasions.
• Proficient in MS Office in particular Word, Excel, and Outlook.
• Excellent record of attendance and good timekeeping.
• Willingness to expand knowledge and experience.
• Willingness to learn and adopt new skills, sharing in general office duties and administration.

Key Responsibilities & Accountabilities

Administration Assistance / General Office Support

• Purchase ad hoc office supplies as needed.
• Provide general support to the administration and drawing office teams.
• Assist the Office Manager with basic maintenance tasks and day-to-day office operations.
• Support the organisation and setup of in-house events and meetings.
• Input and update contact details in internal archive-related databases only.
• Carry out document-related tasks including:
  • Photocopying, printing, scanning (including large-format documents).
  • Binding project documents and drawings (e.g. A0, A1, A2 sizes).
  • Stock ordering for paper, cartridges, tracing paper, acetates, and bindings

Reception Cover / Front of House Duties

• Provide reception cover during periods of absence or annual leave.
• Welcome and assist all visitors, acting as the first point of contact.
• Manage incoming phone calls and general email enquiries.
• Oversee meeting room bookings and arrange refreshments or lunches as needed.
• Maintain cleanliness and tidiness of front-of-house areas throughout the day.
• Perform daily reception opening and closing procedures.
• Organise courier services and support outgoing mail processes.
• Run reports from the time management system and follow up on required updates.

Records Management

• Coordinate the retrieval of boxes from offsite storage.
• Scan and file documents following established naming and filing conventions.
• Update both internal and external database records accurately.
• Arrange for the secure destruction of hard copy records, as appropriate.

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