Administrator in Farnham

Role purpose

The Rail Administrator will provide essential administrative and operational support to the Farnham Vital team, ensuring the smooth day-to-day running of the office and supporting the delivery of resourcing services.

Working closely with the Resourcing Manager(s), the successful candidate will coordinate administrative activities, respond to telephone enquiries, support the deployment and briefing of operatives for upcoming shifts, and maintain accurate records and documentation. The role also involves liaising with clients, supporting internal communication and ensuring that office processes are completed efficiently and in accordance with company policies and compliance requirements.

Key responsibilities

• Administrative support: Provide day-to-day administrative assistance to the Resourcing Manager(s) and wider team, helping to ensure the efficient operation of the office.

• Telephone and enquiry management: Answer incoming calls, direct enquiries appropriately and provide a professional, helpful point of contact for colleagues, operatives and clients.

• Shift coordination: Confirm operative availability and attendance for upcoming shifts and ensure operatives receive the appropriate information and briefings.

• Client liaison: Deliver a high standard of customer service, maintaining effective communication with clients and responding to queries in a timely and professional manner.

• Records and documentation: Organise and maintain filing systems, business documents and administrative records, ensuring information is accurate, accessible and up to date.

• Compliance and procedures: Review and coordinate office procedures, ensuring administrative activities align with company policies and relevant compliance requirements.

• Internal communication: Support communication between departments and assist with the coordination of day-to-day workplace activities.

• Project and KPI tracking: Monitor ongoing projects, maintain relevant information and support the development and tracking of performance indicators against agreed KPIs.

• General office support: Undertake additional administrative duties as required to support the effective running of the business.

Skills, experience and competencies

The successful candidate will demonstrate:

• Strong organisational skills and the ability to manage multiple tasks effectively.

• Excellent communication skills, both written and verbal.

• A customer-focused approach, with the confidence to communicate professionally with clients and colleagues.

• Good IT skills, including proficiency in Microsoft Office and data entry systems.

• Strong attention to detail and a commitment to maintaining accurate records.

• The ability to prioritise competing demands and work effectively in a busy, fast-paced environment.

• A proactive, flexible and reliable approach to work.

• The ability to work collaboratively as part of a team while taking ownership of individual responsibilities.

Previous experience in administration, customer service or a coordination role would be beneficial.

Working conditions and benefits

• Permanent, full-time position.

• Monday to Friday, 08:30–17:30, working 40 hours per week.

• Quarterly bonus opportunity.

• Additional hours may occasionally be required to fulfil the responsibilities of the role to a high standard.

Measures of success

Success in this role will be demonstrated through efficient administrative support, accurate and well-maintained records, effective shift coordination, responsive client service, adherence to company procedures and a positive contribution to team performance and operational KPIs.